I have to say that when it comes to handling logistics, The Ohio State University is hands-down the best I’ve ever seen. If you’ve ever experienced move-in day on a college campus, you know it can be chaos, but not in Buckeye territory! They have a system that can get over 10,000 students moved in and settled in an extraordinarily organized way.
The key to running an operation of this magnitude with such finesse is that the school anticipates the needs of the students and their families well ahead of the big day. From the time our daughter signed up for housing until the time we drove away from her dorm at the end of the day, OSU had anticipated every question we could have asked about traffic patterns, parking, check-in, what to bring, where to eat, textbook pickup, etc. before we asked it.
Try this tactic the next time you’re planning your event – put yourself in the shoes of your participants and anticipate every question they might have. Then use every method at your disposal to communicate the answers to those questions before they’re ever asked.
Parking
Think through where your attendees will park and how they will get from the parking lot to the event area. Will they be within walking distance or will shuttles be required? What about handicapped parking? Will you provide reserved parking for guests of honor, speakers, VIP’s, or volunteers? How will you designate those areas separately from attendee parking? Will normal traffic patterns have to be adjusted? Will you need staff to direct traffic, or will signage be enough to keep it organized?
Signs, Signs, Everywhere a Sign
I can’t count the number of times I’ve shown up for a meeting or conference, only to walk into the venue and see nothing that points me in the right direction. Your attendees should never have to ask how to find their way to parking, entrances and exits, registration, restrooms, meal spaces, meeting spaces, entertainment stage, or shuttle drop off/pickup – there should be directional signs for everything.
Registrations and Programs
The printed materials and online information you produce for your event are the best opportunity to provide all the information your guests need to know. Dates and deadlines, event schedule, maps and directions, program highlights, lodging options and frequently asked questions should be part of every communication you create.
I find it helpful to have someone unfamiliar with my event to read the collateral I’ve created and provide some unbiased feedback. They will often bring up questions that you haven’t thought of, and help you assess whether your communications are thorough.
Next – Event Planning Basics – Publicizing Your Event
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