Planner Words of Wisdom November

Planner Words of Wisdom (PWOW)

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In the beginning of the year, we debuted a recurring post called the Planner Words of Wisdom, also called PWOW. We are bringing back this topic for a monthly piece for words of wisdom from the founder of Fresh Wata, Tricia, and her event production company.

This month we are focusing on the planning stages of an event! Event planners need to stay organized to ensure that the event comes together without a hitch. From the catering to the venue all the way to break down and clean up, staying organized keep events running smoothly.

Event Registration

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Start your event planning off right by crafting a solid registration system.

Tricia recommends that, “Proper event registration begins with a great invitation, flawless software and rsvp system and schedule reminders and follow up information.  Set up a website landing page with all your event details. Clearly define the RSVP process to maintain an accurate count.” For the event itself, “registration kiosks and iPads can connect to printers. That allows easy self check in and credential printing onsite.”

Venue Walk Through

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The week or two before events, you should do a final walk through of your venue and draw up your timeline for clients, team members, and vendors.

The Fresh Wata crew suggests, “for larger more intense events, schedule a final walk thru with clients, vendors and the venue to make sure everyone is on the same page. Before departing for our event install we like to use our line item as a final checklist!  Its mandatory we walk through our line item one last time to make sure nothing is left off the order. We think of everything that can possibly relate to the item.”

Event Timelines

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Keep events running smoothly by giving everyone event timelines to keep the team working together.

Tricia shares that, “Fresh Wata event timelines speak to everything from load in, vendor arrivals, talent arrival. Also, rehearsals, guests arrival, when the buffets open and close, and cover dismantle and several things in between. Plan your load in timeline with vendors. Schedule deliveries at your loading dock, venue or with the dock manager. This streamlines trucks and logistics.”

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