Huong Nguyen is CEO and founder of Shiloh Events, a full-service agency that specializes in managing large-scale corporate events for global brands. Established in 2013, Shiloh Events will produce 25 events in 2023 for a variety of clients, including Fujitsu, Hitachi, Sanford, Redis and Culture Amp. Nguyen was recently featured in the Women at the Helm series by Corporate Event News.
Are you running events with a small team?
Many event marketers and event managers I've talked with are in a similar situation. They rely on coworkers in other departments with limited event knowledge to help on event day.
Sound familiar?
If you're nodding right now, here are five recommendations on how to execute on-site with a small staff.
Automate tasks — from attendee registration to feedback collection — with an event management platform. A link to my platform recommendations is available here.
Skip manual check-in or pre-print/name badge stuffing. Go with on-site badge printing, even if it costs extra. Trust me, you're going to save time and reduce the inevitable human errors.
Leverage mobile apps and an AI chatbot to support attendees. It will also limit the inquiries coming in. Upload as much information as possible to make it easier for attendees to navigate the event.
Your core team needs to focus on the critical event aspects. Event ambassadors or day-of event managers are a great option for specific day-of responsibilities.
We use an event staffing agency to source qualified and skilled individuals with the necessary expertise to fully execute a specific function.
If you need recommendations for an on-site staffing agency, email me. My team also makes sure everyone has a detailed event guidebook with roles/responsibilities and timelines.
Hold 30-minute to 1-hour pre-event calls to review every detail with the on-site staff. For more specific event elements that require skilled on-site event managers, bring them on at least three weeks in advance to transfer knowledge.
Provide short training resources (i.e. videos or digital handbooks) outlining roles and responsibilities. This is super helpful for volunteers!
Reliable and adaptable teammates make all the difference. Conduct a brief 30-minute interview to understand their past experiences and on-site roles.
The entire team should be on the same page, feeling aligned on key goals and the event vision. The on-site events team needs to know the why behind the event.
Encourage open floor communication with regular check-ins, team meetings and an open-door policy to address questions and concerns.
Have a call with every vendor, and all team members should go through your project plan, which goes over every detail to set them up for success and reduces future misunderstandings.
Don’t miss any event-related news: Sign up for our weekly e-newsletter HERE, listen to our latest podcast HERE and engage with us on LinkedIn!
