Being an Event Manager is as rewarding as it is challenging, but that’s why we love it. It leaves an amazing feeling inside once you know you have made someone’s experience that little better.
But at times, you will face set-backs. Sometimes vendors pull-out, or suppliers over-promise and under deliver. But being in the industry, you learn how to overcome these set-backs, and fast! Sometimes on the day of setting up the venue, some companies might be late and that can add to the pressure as you only have a couple of hours (or less) to get everything set up! We once had audio speakers fail on us, so we had to rush round trying to find a supplier that could deliver these within the next two hours!
Below is a timeline of what Event Managers typically do, the timings are not always the same and will vary between events and function.
- 8AM – Leave the house
- 9:30AM – Arrive at the venue
- 10AM – Contact vendors to ensure they are on track for delivery.
- 11AM – Ring the client to provide and update and to see how they are feeling.
- 12-2PM – Vendors begin to arrive at the venue to set-up.
- 12-6PM – Standing by with the vendors to ensure all requirements are met. This includes: lighting, audio, staging, decorating and catering. During this time, our creative juices are flowing – so you can often find us nipping out to source some last minute gems for the event.
- 6:30PM – Final review of the set-up and signing-off the work with vendors.
- 7PM – Meet the client and provide another update.
- 7:30PM – Guests begin to arrive. We tend to be on stand-by to ensure everything runs smoothly and to address any nags.
- 7:30PM – late – Client and guests enjoy themselves, the client is stress-free!
Straight after the event or as early as possible, our vendors will begin to de-rig and take back everything they have set-up.
Once this is done, we’ll review and have a debriefing of the event to evaluate the success and identify any challenges we may have faced.