With lots of moving parts to get in place before your employees, attendees or customers arrive, pre-event anxiety due to the unexpected can be a serious hurdle. That’s why experienced and sophisticated event planners can minimize any stress, by focusing on backup plans, customer satisfaction, and logistics for a successful event.With lots of moving parts to get in place before your employees, attendees or customers arrive, pre-event anxiety due to the unexpected can be a serious hurdle. That’s why experienced and sophisticated event planners can minimize any stress, by focusing on backup plans, customer satisfaction, and logistics for a successful event.

With the right plan, your event planner can significantly reduce the chance of event mishaps and put your pre-event mind at ease. Keep reading to learn how you can avoid logistical snags and breathe a little more easily with our top tips for a successful on-site experience.

Have a plan A, B … and XYZ! As much as you plan, you never know what might happen. From traffic jams to electrical issues, try to anticipate what could happen so that it doesn’t become an issue. Know your key event requirements when planning your venue(s). With the right plan, you can significantly reduce the chance of mishaps and put your pre-event mind at ease.

Be generous with refunds. People sometimes have unrealistic expectations. If and when they complain, it’s absolutely worth giving them a refund. By treating an upset attendee well, you reduce the risk that their negativity will spread- both during and after your event. This extra effort goes a long way in preserving your brand. A refund may hurt, but it doesn’t hurt as much as negative backlash and poor social media reviews on the organization or the event itself.

Start as far in advance as possible. From completing paperwork and permits, to securing dates that the venue still has available, everything takes time. In some cases there can be multiple cities that make up a county. (For ex: there are 85 cities that make up the county of Los Angeles.) Each city may have different requirements, permit processes, and even fire marshal codes. Sometimes, when staff in these departments change, so do the rules. By starting early, you allow yourself extra time to adjust to these potential changes.

Over-communicate. Ultra-clear communication on logistics is extremely important. As much as you can relevant information on your website and on-site, people often don’t read it. So it’s important to over-communicate, even if it might feel redundant. Setup an auto-reply on your key event email address that answer a lot of your most frequent questions. In addition, train staff in advance on all key messages. For example, these may include sponsor messages, safety messages, site activities, where catering is, who the band is, and more. Laying out every single detail for attendees, partners, vendors, and sponsors on the website, in emails, and on-site (no matter how redundant!) will help the event go off without a hitch.