Planning an event for your brand can be a daunting task, something that requires a lot of concentration. There are many last minute challenges that need to be met. Clear communication, and collaboration between the event manager and the client can help overcome this . The best way is to develop and distribute a Pre-Event Memo.
While managing events, details with regard to the event requirements and the client’s objectives should always be first on your minds. However, most times, there is a certain level of disconnect between your own team and the people the client assigns from his team to work on the event. This is the main reason that a Pre-Event Memo absolutely needs to be a part of event plans.
This memo carries all the detailed information pertaining to the general functionality and logistics involved in planning an event. This would act as a ready reckon-er for all the information everyone (working on the event) would need, with specific responsibilities assigned to each person, and all other relevant information regarding the event flow.
Some straightforward, yet most necessary details are covered within this memo, are -
1) Event date, time and location.
2) Key phone numbers and email addresses
3) Venue floor-plan
4) Equipment element list
5) Drawing of setup floor-plan with sketch-up images displaying exact placement of stage.
6) List of panels (along with sizes), for company branding at the event
7) Information on speakers and general event flow.
8) List of responsibilities given to each individual working on the event.
9) List of Invitees
10) Timings of conducting dry-runs.
The aim of this Memo is to provide everyone involved, with a hands-on knowledge of virtually ANYTHING pertaining to the event. It is important, however, that this memo be distributed at least a week before the event, to allow suggestions and minor changes to take place without any hiccups.
This allows for a healthy client-event manager interaction, and helps build confidence among the people associated with the event; it encourages management authority to make last minute changes to the event flow (if required) without hesitation.
In conclusion, there is much emphasis riding on an event as a catalyst that represents a brand, and enhances the brand’s image. There is always a desire to employ every tool available to make the event a remarkable and memorable one, and the pre-event memo helps to achieve this in a highly professional and sophisticated way. It inspires all involved, and paves the way for events to be conducted with the highest standards of quality and organization.