Planning an event : 10 Things to include in your Pre-Event Memo
Planning an event for your brand can be a daunting task, something that requires a lot of concentration. There are many last minute challenges that need to be met.
Clear communication, and collaboration between the event manager and the client can help overcome this . The best way to achieve this is a Pre-Event Memo so that any miscommunication is avoided from the get-go.
This memo must carry detailed information pertaining to the general functionality and logistics involved in planning an event. This would act as a ready reckon-er for all the information everyone (working on the event) would need, with specific responsibilities assigned to each person, and all other relevant information regarding the event flow.
Some straightforward, yet necessary details are covered within this memo:
Event date, time and location
Key phone numbers and email addresses
Equipment element list
Drawing of setup floor-plan with sketch-up images displaying exact placement of stage
List of panels (along with sizes), for company branding at the event
Information on speakers and general event flow
List of responsibilities given to each individual working on the event
List of Invitees
Timings of conducting dry-runs
The aim of this Memo is to provide everyone involved, with a hands-on knowledge of virtually ANYTHING pertaining to the event. It is important, however, that this memo be distributed at least a week before the event, to allow suggestions and minor changes to take place without any hiccups.
This allows for a healthy client-event manager interaction, and helps build confidence among the people associated with the event; it encourages management authority to make last minute changes to the event flow (if required) without hesitation.
In conclusion, there is much emphasis riding on an event as a catalyst that represents a brand, and enhances the brand’s image.
There is always a desire to employ every tool available to make the event a remarkable and memorable one, and the pre-event memo helps to achieve this in a highly professional and sophisticated way.
It inspires all involved, and paves the way for events to be conducted with the highest standards of quality and organization.