Events can take a lot of planning to get from the ideation to the execution and then through the finish line. This is the time to put your organization cap on and fine tune your checklists. Do you have everything needed to wow your clients and get the job done?
Below is your basic list of items it can take to pull off the perfect event and some questions you should be asking yourself along the way!
Permit – Have you ensured that your activation is properly permitted for the space you’re using? Is the permit useable for more than one day if you must reschedule? What are you allowed to do within your permitted space? Is there the ability to shift should you need to when you get to site? Moderne’s team has extensive knowledge when it comes to permitting locations across the United States! If you want to activate on public or private property, we have the expertise and connections to make it happen.
Space – Is the space large enough to house all the elements of the program? Does the space offer access to electricity? Do you need a generator? Do you have the option of tenting the space in case of bad weather? Do you even have a tent? Can you secure the tent should there be heavy winds? Where will the team shelter if the weather prevents them from being safe in the space? Back up plans are always important and if you don’t want to come up with your own, it’s important to have a team in place who’s responsible for creative one.
Product – Do you have sufficient product for the anticipated number of consumers? If it’s a food product, is it labeled with allergy information? Is it packaged for individual consumption? Does it need refrigeration, and if so, how is it to be stored? Do you need ice? How will the product get to the site? What will you do with leftovers? Shipping and post-program storage are often after thoughts, that why Moderne includes this expense upfront on its programs to ensure clients are not surprised by additional charges and so they can budget resources accordingly.
Staff – Do you have the right number of staff to effectively interact with the expected number of guests? Did you communicate expectations adequately with the on-site team? Is there a supervisor to handle any last-minute decisions or communications that need to be made? Who is the point of contact at the agency or brand, and what happens if that person is unavailable when an immediate decision needs to be made? What if you must cancel? What’s the expense or minimum payment required for the abbreviated shift? Is the same staff available for an alternative date and if not, will the replacements be brought up to speed with what’s expected of them? How will brand apparel be accessed by the staff working the rescheduled event? It’s important to make cancellation policies clear and to be familiar with them; but at the end of the day staff safety ALWAYS comes before cost consciousness.
Proof of Performance – So you SAY you handed out a certain number of samples and distributed however many coupons, but how does your client know and retain those numbers? You provide a POP (Proof of Performance) report, of course. In addition to the numbers part, we always suggest having a photographer or even videographer to record the reactions of consumers. Images of the event can be shared many times on social media, making the return on your original investment even greater by the magnitude of the reach.
This is certainly not an exhaustive list of everything you will need, but we hope this gives you some good food for thought when planning your next event. Alternatively, reach out to us and we will take care of everything needed to make your event day perfect!