Day of the Event: Maps, Substitutes and an Hour of Floating Time
The event manager or one of the team members must attend the venue, check the perimeter, and get informed of the conditions on the day of the event a few hours before the start. For example, there is a power outage in the surrounding streets, so the team must be ready for the same incident and emergency equipment must be available.
Regardless of the venue’s size, prepare a map for each event and specify the location of your meetings with the team or where the necessary items such as the list of members, the first-aid kit, drinking water, etc. are located on the map. In small events, such move may not be noticed much, but it’s good for the members to get a hang of it so they don’t face any problem during big events. Like the case with other lists and plans, give this map to the team members in both print and electronic files. 6. In every team, consider someone as the contact person or the team manager responsible for necessary arrangements. For example, someone is appointed to be in charge of the audio team, and the entire members go to this person for necessary arrangements.
Consider one of the team members to act as a substitute of the person in charge, so if anything happened to the team manager, the order will still be stored and they can follow the plan.
Try and carry out all the plans an hour ahead of the main schedule. For example, if you have announced that the doors would be opened for visitors at 10 o’clock, consider the time to be 9 o’clock in the team’s schedule to have a floating time which would allow you to solve any possible problem happening at the last minute.
Try not to rely on one single individual for any part of the schedule, and let different people carry out different tasks.