Important Event Logistics You Might Overlook
When it comes to planning events, there are layers of logistics. And while many corporate event planners can own a lot of the responsibilities, we find that it’s the details that turn a successful event into a smart execution.
Here are some of the things that top event planning companies wont overlook (and if they do, you know you’re ready for a new planner, (give us a call!):
Signage
The most important invisible detail: Signage can sound like a no-brainer, but truly well thought out signage can mean the difference between confused or lost attendees and a well orchestrated, intuitively thoughtful experience. Really creative signage will leverage multiple mediums to guide attendees from where they’re leaving to where they’re headed next — and if you’re doing a great job signage will inspire and inform seamlessly as a part of the overall event experience. This fluid budget item, when done right can be an area of minimal spend in the overall scheme of things, but offer huge impact.
Meet people’s basic needs: if your budget can’t handle large scale extensive signage, then we recommend that you focus on basic needs: create clear signage around where to eat and where the restrooms are located. Even if you have the best conference tracks in the history of your industry, it won’t make an ounce of difference if your attendees are hungry or wandering around looking for a restroom.
Get Creative With Signage: some hotels don’t allow standing signage, making it a challenge to direct attendees from one area of the event to the next. But, a creative full service event planner will be able to offer you options. For example, hiring a brand ambassador to hold a lollipop sign and stand at important intersections of traffic flow can bring a personalized and human touch to your event, while giving them the directions they need.
Small Meeting or Connection Areas
Providing small meetings area or areas for deeper connections is one way to ensure that your event will result in measurable impact for your attendees. Event planning teams have the option of building an entire space from scratch or using stylish furniture rentals paired with aligned decor, depending on budget. Either way, ensuring your attendees have a private space to take a conference call or hold a private meeting is one way to ensure they’ll receive value. If an attendee can close a deal at your conference, make powerful new connections, or conduct meetings between sessions, they’re more likely to come back next year (and stay all day).
Restrooms
Think about your overall event experience, and bring that into the restroom: Restrooms are one area that most event planning services overlook, and yet it offers an incredible opportunity to leave a great impression. Bathrooms can become part of the experience if they’re inline with the overall tone of your event.
If restrooms are standard bathrooms, or worse, if they’re dirty, that leaves a neutral impression at best. Instead, by adding a small amount to your overall budget to offer a luxury hand soaps, cling the mirrors and doors, or a custom smell can bring the hip or trendy vibe of your event beyond the conference sessions. Up the luxury feel of your event by providing amenity kits like Listerine, pre-pasted toothbrushes, Advil, and hand lotion in the bathroom, and help everyone feels their best.
Diversity and Inclusion Considerations
Small Touches that go a Long Way: providing spaces that are both diverse and inclusive don’t cost much in terms of time or budget, and yet they speak loudly about your company and your values.
Providing a quiet non-sensory room can be a great way to cover a multitude of needs. From prayer to meditating to simply decompressing, this is a simple fix that can show attendees that you’re in tune with their needs.
Mother’s Rooms are something we need to see more, and they’ve never been easier to create. With Mamava pods, these private areas don’t even require a build out or actual room, but can allow moms to be fully taken care of at your event. Providing a breast pump, or a small fridge goes above and beyond, but means a lot for the mama on the go.
Gender Neutral Restrooms It’s incredibly important to offer at least one gender neutral bathroom, if not all restrooms. Ensuring that everyone has a space to take care of their business is at the core of great hospitality.
Sign language services / Translation Services are easy to include (there are tons of professional companies to partner with!) and show that you’re wanting to communicate with all of your attendees.
Wheelchair accessibility is important to think through. Make sure you have a working elevator if stairs or multiple floors are being used for your conference. If you have a large footprint to your event, consider renting scooters for those who perhaps need assistance going long distances. (And great planners can help you use this as a branding opportunity!)
What event are you dreaming of next?
We can help you think through your event logistics!
Bash Creative is an event planning company that specializes in incredible gatherings that go beyond just great design. We’re known for teasing out smart goals for your event and serve up a stylish execution that will keep your guests buzzing. Located in San Francisco, but often found in New York, Austin, Chicago, Seattle, and beyond.