Your brain holds all the details for your event and sometimes, it can be frustrating when everyone else isn’t on the same page. But there’s a reason for that--they aren’t in your head! The more information you can write down and share, the easier everything will be on the day of your event. Plan ahead on what you're going to cover with your team so you can iron out any wrinkles ahead of time, answer any questions that they have, and follow up with anything you realize your forgot before it’s too late!
Your staff should have access to all the information about your vendors. Create a spreadsheet for your event binder that includes each vendor's name, contact information, back-up contact, scheduled arrival time, and what staff should be expected of the vendor when they arrive. It also helps to have a floor plan of your event, mapping out where each vendor is supposed to set up. Give your staff details like where vendors can hang their coats and securely stow their bags. Your staff should know why each vendor is important to your event. This goes a long way in empowering each staff member to troubleshoot last-minute issues on their own.
Most of your tickets are sold on your ticket platform, but you might find your front of house staff has to process tickets on the day of your event. Practice the box office features with your staff well before the event. They should be comfortable selling and redeeming tickets, as well as understanding how all of the different features of an online ticketing platform work.
Most people will have their ticket handy on their phone or printed out on a piece of paper, but to keep things moving quickly, you can show your staff how to look people up by name to redeem tickets as well.
Your event staff should have the name of the venue manager on duty, as well as the names and contact numbers of all venue staff and event staff who have first aid training. If something does happen, you want all that information at the fingertips of your staff so they can make the right calls, quickly. Go over the emergency contact information with your team before the event starts, as well as a rundown of where the fire exits and fire alarms are.