When the sun rises on event day, you’ll already have been up since 4 am. But that doesn’t mean you didn’t get out of bed with a rush of adrenaline and excitement. This is the moment you’ve been planning for — and now it’s time to see how all your hard work will pay off.
Want to make extra sure everything goes according to plan? (Well, at least as much as it ever does.) Here are the ten rules you need to follow for a smooth event day.
Rule #1: Eat breakfast
Your body needs fuel to get through a busy day, but many of us end up skipping breakfast. Once you engage with your phone, the sense of urgency to get to work increases — and food is no longer a priority. Set yourself up for success with a nutritious breakfast — before you check your phone.
Rule #2: Get to the venue first
You can’t oversee every single detail on event day (that’s what your team is for), but you can get to the venue early enough to head off any disasters. This is the time to make sure your event staff are ready for action and react to any last-minute changes at the venue or even in the weather.
Rule #3: Check the Wifi and A/V system
Perhaps an obvious tip, but an important reminder nonetheless — especially if your event is a corporate conference or trade show. Industry speakers and professionals will expect to sign on to your Wifi as soon as they arrive.
Rule #4: Double check your entrance plan
Don’t let attendees’ first impression of your event be a long line. Now is the time to make sure your staff are trained on your entrance technology — and if you were planning on using paper checklists, upgrade to a mobile app for faster check-in.
Rule #5: Go over your shot list with your photographer
Never get so swept up in the action that you don’t capture any photos of your event. You’ll need them to inspire FOMO in your social media marketing both during and after your event, and as proof you delivered on your promises to sponsors in your post-event fulfilment reports. Make sure to run through the shots you need with your photographer before the doors open.
Rule #6: Wear comfortable shoes
You’re going to be on your feet for 14 hours — at least. Make sure what you’re wearing on your feet is comfortable and easy to walk in. You just never know what situation might arise at your event — and nobody wants to deal with a porta loo problem in designer shoes!
Rule #7: Stay hydrated
While you’re busy running around taking care of everything and everybody else, make sure to stay on top of your hydration levels. It’s easy to forget that coffee is not water and won’t help you recover from event day (or even just survive it) like drinking enough water or electrolytes will.
Rule #8: Have a Plan B (and C, D, E)
You can’t help but imagine different scenarios of how things might go wrong. But don’t just stress over them — solve for them. Remind your team of your Plans B, C, and D, as well as what to do in an emergency.
Rule #9: Take (five-minute) breaks
Self-care isn’t easy when you’re busy running around putting out fires, so a real break of 30 minutes or more might not be realistic for you on event day. Just make sure to give yourself intermittent five-minute breaks throughout the day to eat, drink water, and sit down.
Rule #10: Enjoy your own event
Last tip? Take a moment to appreciate all of your hard work and enjoy watching your event come together! Maybe even take a few minutes to listen in on a speaker or performance that interests you before you’re called over to help one of your vendors or sponsors.
The secret to staying calm on event day? Use checklists
While not everything will go exactly to plan at your event (is that even possible?), you’ll rest easier if you can stay organised. The Ultimate Event Checklist to Foolproof Your Planning can help you do just that.
