The Basics of Logistics for Corporate Events
There are many steps involved when planning an event, many being complex. It’s easy to hope that nothing will go awry that will impact the event’s success, but nothing is guaranteed. Whether you’re planning a multi-day conference or a gala for a non-profit organization, it’s vital to meet the needs the experience and your client’s goals require. Below are a few of the basics of logistics for a corporate event.
Establish Event Goals
An event goal is what your client wants to achieve when the event ends, whether it’s fundraising, announcing a new product, building relationships between teammates, or something else. Once you establish the goals, all decisions you make should focus on these goals. If the event requires a band or a string quartet, or the logistics involved includes setting up a sound system and an area for the musicians to play.
Lock In A Venue
Once you’ve established the goals for the event, now is the time to find a venue that best suits the needs of your client’s event. The logistics depend on the location, duration, budget, venue capacity, parking requirements, and other factors. If you’re expecting everyone to arrive in their vehicles, you need a large parking lot to accommodate everyone. If you’ve never been inside the venue you’re checking, do a walkthrough of the space to guarantee that it fits your needs.
Map Out Areas
Once you choose the venue to hold the event, it’s time to start planning where everything will go by mapping out the agenda functions and the requirements for each function, such as room placements, set-ups, and other room needs.
Check Logistics Tasks
The next step is having your team work with you to ensure everything goes smoothly. You’ll need a team to help you measure the door to ensure vendors can enter, scout locations for event signage, check for ADA compliance and accessibility, create a plan to manage traffic, and confirm travel arrangements for potential VIPs and event speakers.
Badge Screening
Depending upon the needs of your event, you may need onsite technology for guest registration and badge screening. Screening badges help to check for capacity and who goes to which area of the venue, such as a continuing education course, a presentation, or if they were present during an event.
Confirm Event Logistics
To ensure everything flows smoothly, finalize and confirm all details for each vendor or supplier. They’ll have their own logistics to perform on their end, and having confirmed details will help them help you.
Create A Contingency Plan
It’s always a good idea to create a contingency plan in case something goes awry. If the client wishes to hold the event outdoors, it’s wise to have a tent or two or an alternate location set up in case the weather decides not to behave.
Below are a few of the basics of logistics for a corporate event. We can customize our services to fit the needs of any venue, and our comprehensive logistic services include 24/7 availability, show-to-show logistics, oversize and heavy weight shipping, and more. For the most reliable and trustworthy logistics services, you can trust AFP Global Logistics to be there for you. Contact us today at 800-274-1237, fill out our online form, or email us to learn more.