By Emily Gabriele, Senior Manager of Client Services
Events have a ton of moving parts and keeping organized is a major key to successful guest management, but sometimes event marketers confuse organization with inflexibility. Being organized and being flexible are two traits that can and should coexist in the world of events (and in life!).
Implementing an infrastructure to remain organized is imperative. A run-of-show document can serve as a great guideline and a centralized source of information for team members to reference at any time. Notice how I used the word “guideline” and not “etched-in-stone holy grail”– information is fluid, especially in the event landscape. Just like in sports (or more specifically, the Capital One Orange Bowl — gotta plug a client...), the most successful teams in the production and event-planning realm are able to read the defense and readjust their execution accordingly to strive for the best possible outcome.
Here are some great tips to help your team stay organized and remain flexible!
1. Create a run-of-show production schedule as a framework to share with your team, clients, and vendors
- This document should serve as the gist of the ideal version of how the responsibilities of your team fold into the event as a whole
- For example, if your team is in charge of the guests’ ground transportation, and managing the rooming list, write the specific dates and times when guests are scheduled to arrive and what specific team member will be responsible for owning any issues that may arise
2. Include a contact information sheet
- I recommend including email address, cell phone number and title/role (i.e. ticketing manager, guest services manager, lighting specialist, photographer, etc.) for each of your team members, vendors and clients
- This will empower team members to be self-sufficient. Two-fold, one person will not be bogged down with fielding all of the questions that come up
3. Don't let any part of the event go missing
- Creating a run-of-show document lends itself to giving a bird’s-eye-view oversight component for the entire event
- It also assists the production and event-planning team to see if any part of the event is missing, or if the real-life execution has yet to be completely thought out
4. Create the document on a cloud-based platform
- This way, if a change is made, the document is updated instantaneously for all. You won’t have to make the change, update the version title in the document (i.e. RUNOFSHOW_v.23), and resend to all team members involved in the event
- I recommend initiating a system to raise awareness when a change has been made. For example, a color-coding system; highlighting text in GREEN when an addition has been made, YELLOW when a change has been made, and RED when something has been cancelled
5. Everyone will be on the same page at all times– quite literally!
- I advise breaking out the run of show by day and/or hour depending how long your event of program is scheduled for. View it as a schedule so that all minutes of each day are accounted for
|Emily Gabriele is the senior manager of client services at Concierge.com. Emily, aka “Egg,” has been with the company for over five years, aiding in the ideation of the platform and was one of the first adopters of the software. She holds a Bachelors of Arts in English and Spanish from Rutgers University. When she’s not managing our clients, she’s busy flexing her creative muscle in music. This past January, Emily released a project titled, “Special Delivery.” It’s available on all music platforms. Give it a listen here|