Any seasoned event manager will tell you how crucial logistics is for a business event, whether it’s a modest conference, a multi-day exhibition, a sports event, or a massive large-scale concert – efficient logistics planning ensures that even the smallest details are taken care of.
If you’re an event manager or an organizer, taking your event’s logistics for granted will hinder success and spell trouble for your whole team. The ultimate goal will always be to exceed your attendees’ expectations. Proper event transportation planning and management provided by an experienced partner, will ensure your logistics are taken care of, which will ultimately warrant the success of your event.
Top 5 tips from SAE’s Event Specialists
#1 Establish Your Event Goals
Event goals will determine the course of action that should be taken in regards to operations – especially for your event’s logistical planning. Without a clear objective, there is no direction for the team. Event goals enable you to begin with the right intention in mind. This also puts your logistics planning into full gear and acts as a backbone for your event’s success.
#2 Set A Timeline
If there’s one thing that’s crucial to effective logistical support, it is to have a set timeline. Setting a timeline will help streamline your processes and keep your logistics on track. Part of event transportation planning is proper supervision and scheduling, which includes ensuring that every aspect of your event adheres to a set timeline.
#3 Designate Properly
Choosing the right people for a task is not an easy thing to do, but ensuring tasks are efficiently delegated is key to success. Critical logistical and transportation tasks should be taken up by a partner with a wealth of experience. Having a checklist also helps in keeping everything as organized as possible. When delegating logistical tasks, ensure that all information is communicated clearly and concisely.
#4 Trust the experts
Ensuring that your logistics partner has a track record of dealing with common problems such as unexpected delays, last minute changes and difficult delivery locations is essential. Having an experienced industry partner will mean that they can effectively troubleshoot and stay one step ahead every time.
Miscommunication can have disastrous effects on your event’s logistics. To address the issues that stem from lack of proper communication, establish a good report with your event partner. Logistics focuses on movement, and with proper communication, you can stay on top of every movement involved in the execution of your event.
From transporting exhibition equipment to oversized items to attract visitors. Setting up stands, to having flexible courier who can make sure you have those last minute items you may have forgotten. Tight delivery timings and restricted access. The best event managers know that having the perfect partner will save them from the trouble of the daunting processes involved in event logistics. Getting things done the right way, first time, will ensure the success of any event.