How to Take Care of On-site Planning of an Event: An Easy Way to Do it.

How to Take Care of On-site Planning of an Event: An Easy Way to Do it.

Jan 23, '20 10:46 AM

Adil A Langoo


The planning of an event requires huge efforts, lots of time and a fortune to get it through. All these things in a planned way will get a successful event. The planning of the event process that takes place before or after the actual event day is hectic but managing the planning and execution on the day of the event with all the on-site things going on is another ball game altogether. There are a lot of variables that come into play during the on-site management and it takes a lot to make it as planned.

What is on-Site Planning?

The on-site planning refers to the management of all the event facilities and on top of that, it also includes managing all the vendors and participants that are going to be part of the event. Assigning the seating space, installation of stalls, media space, placement of refreshment and food stalls, photographers/videographers and more are the responsibility of the on-site manager. The on-site planning can make or break any event. All the details will be responsible for the eventual success or failure of the event.

How To Take care of on-site planning?

In this step, you get down to the nitty-gritty details to address how attendees will physically navigate the venue on the day. Here are just some of the questions you’ll want to answer:

Who will man the registration counters?

Which locale will be used for the main event?

What rooms should be reserved for the breakout sessions?

Where will be the F&B area?

Will there be a dress code?

Where will be the speaker room?

Will you have an exhibition area where sponsors and vendors can set up a booth?

The best way to go about this is to walk through the day’s agenda and put yourself in your attendees' shoes. Try to imagine how they will act on the day and what needs they might have.

As we already mentioned, it’s best to gain early access to the venue so you can examine the space and prepare a detailed plan in advance. If you have external caterers or other vendors, plan a walkthrough so they also familiarize themselves with the layout, the location of the kitchen, and so on.

By checking things out in person you’re far better prepared to address any issues that might arise on the day of the conference. Speaking of which...

Host the conference

The big day is finally here!

Provided that you’ve followed all the above steps and have a team of volunteers in charge of on-the-day activities, there shouldn’t be much for you to worry about.

Here are a few situations that might require your attention:

Calling up backup speakers in case of any last-minute cancellations

Personally introducing the conference and the main speakers

Making sure presentations don’t run past the allotted time

Participating in networking and facilitating conversations

Gathering in-person attendee feedback as the conference unfolds

Communicating with journalists and others reporting at the conference

Today, you reap the fruits of your hard work and get to enjoy the (hopefully) inspiring conference.

Follow up after the conference.

After it’s all over, you still have a bit of work to do.

You should follow up with all the people involved: your team, speakers, volunteers, vendors, and of course the attendees. You want to follow up for two main reasons:

Say "Thank you": You should thank everyone for their participation and efforts. Not only is this a common courtesy but you’ll also get to leave a positive impression. There’s a good chance this isn’t your last conference, so you want to nurture any connections you’ve made.

Collect feedback: This is the perfect opportunity to hear what people thought of the conference and what could be done better in the future.

The easiest way to gather input is to email everyone a link to an online survey. Keep it relatively short and focus on a few main themes: What did they like the most about the conference? How would they rate the different elements (presentations, refreshments, accommodation, etc.)? What would they change or improve?

Try to follow up within a few days at most, while the conference is still fresh in everyone’s mind. People have busy schedules and a limited attention span, so don’t wait too long to get in touch.

You now have a much better on the idea of how to organize a conference and what key steps are involved. It’s time to set the wheels in motion. We know you can do it!