We all know methods you can use to save time with putting together an event right? These would include having a strong action protocol, assigning tasks to other people, using the right digital tools, etc. Putting together an event is certainly time consuming so it would make sense to consolidate as many tasks as possible.
How about being able to save time when the event is actually under way? Inevitably, a surprise is going to come up, even with the most meticulously planned event. Unexpected issues can really consume your time, which makes saving even a little bit of it more valuable. So the question is how do you go about doing this? Here are 6 approaches that we like:
Suggest guests print their credentials in advance
You can send attendees their credentials with a welcoming email. Simple instructions suggesting the guest print out the document in advance, making it available to present at the door when they arrive. Guests may also arrive with their documents on their phone, making it even easier for you to sign them in. Long registration lines tend to irritate guests fairly rapidly.
Automate communication to targeted segments
You may want to connect and engage with specific groups of attendees, such as your VIP guests. Having communication mediums in place that are automated is often the best way to do this. Sending out informational messages, welcoming texts and such to specific groups by means of SMS or the app created for the event saves valuable time.
Get together a group of volunteers
If you collect a group of volunteers and properly prepare them to handle any issues that can take place at your event, then this is going to be a very powerful way to save time. Volunteers should be properly briefed prior to the start of your event and instructed on how to handle various problems should they occur. Volunteers should be assembled several days in advance to allow for a tour of the venue, detailed descriptions of where things are located, (restrooms comes to mind), and other event issues. Your volunteers are generally the people that will be fielding guest questions. If answers require tracking you down for every answer, you can see where things can get off the tracks. Lightening the workload of everyone makes the event run much smoother.
Make use of check in systems that are self-service
One powerful way to save time is to use check in systems that are automated. When an event first begins, check in processes are what can consume the most time and energy. Rather than you allocating people to different desks or areas to register people the hard way you can use self-service check in options instead.
People can come to your event, scan the QR code they get (which they would’ve got when they signed up for your event) get a badge and then head into the venue. It really is this easy. You would still require one or two people to be on standby just in case something goes wrong or someone needs help. Generally, this is an option for larger non-profit events or corporate conferences.
Put together a map for the event activities
Every activity for your event is going to take some prior preparation. You can provide this to not only attendees, but to volunteers and other event staff. The activities map can outline what’s going to happen, when and where. It should outline any special supplies or equipment that’s needed so that everything is clear. This will minimize any uncertainty, which can lead to confusion and lost time.
Make sure your signage is clear and easy to understand
You do not want people to struggle to find their way around or through a venue. In order to stay away from these issues, organizers should use signage which is easy to understand, clearly printed with large text and directional arrows if necessary.
Volunteers can also be used for this purpose although they must be strategically placed. Crowded hallways and passageways are not a good use of your volunteers. A confused guest is not a happy guest.
There may be no surefire ways to eliminate all the issues that can come up during an event. However, if you use these time saving strategies mentioned above it will greatly decrease the probability of issues and the time you’ll use to handle them.