On-the-Day Event Management Guide (New England Edition)

On-the-Day Event Management Guide (New England Edition)

Disclaimer: The information in this NE6 guide is intended for informational purposes only. It does not constitute professional advice in managing events. Always consult with relevant professionals (e.g., security, vendors, local authorities) and create contingency plans for your event. NE6 assumes no liability for any issues arising during your event.

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Hey there! Johnny here, and today we’re focusing on the big day—the event itself! You’ve planned and prepped, and now it’s time to make sure everything runs smoothly. This On-the-Day Event Management Guide will walk you through check-ins, vendor coordination, troubleshooting, and wrapping up the event. Let’s make sure your event is a wicked success, whether it’s a small-town fair or a major concert in Boston!

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Overview

Your hard work is about to pay off, but on event day, unexpected things can still pop up. This guide will take you through everything you need to know to ensure smooth operations, from setting up to closing down. Let’s dive in!

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Step 1: Start the Day Early with Final Setup

1.1 Arrive Early

You’ll want to be the first one on-site to make sure everything’s in order and ready for the day.

• Get There Before Anyone Else: Aim to arrive several hours before your event begins. For a 12 PM start, plan to get there around 7-8 AM to allow ample time for setup and troubleshooting.

Example: For a 12 PM festival in Portland, ME, get there by 7 AM to oversee tent setup, vendor load-in, and power checks.

1.2 Conduct a Final Walkthrough

Walk through the entire venue to confirm that everything is set up according to plan.

• Outdoor Events: Check that tents, tables, and weather protections (like umbrellas or heaters) are properly in place.
• Indoor Events: Make sure signage, seating, and vendor setups are ready.

Checklist for Final Walkthrough:

• Signage: Visible and weatherproof for outdoor events.
• Seating/Stages: Arranged according to the event layout.
• Facilities: Restrooms and handwashing stations stocked.

1.3 Set Up Signage and Entrance Points

Ensure that all directional signage and entrance points are clearly marked.

• Directional Signage: Use large, weather-resistant signs to mark parking areas, check-ins, restrooms, and vendor locations.

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Step 2: Manage Check-Ins and Ticket Scanning

Check-in is the first interaction your guests have, so let’s make sure it’s smooth.

2.1 Set Up Check-In and Ticket Scanning Stations

Your check-in area is key to a successful start.

• Prepare the Area: Make sure your check-in stations are fully stocked with essentials like pens, wristbands, and hand sanitizer.
• QR Code Scanning: Use NE6’s built-in QR code ticket scanning system. Each station should have a device (like a phone or tablet) ready to scan tickets.

Pro Tip: For large events, create separate check-in lines for VIP or general admission to avoid bottlenecks.

2.2 Train Staff and Volunteers

Make sure your check-in staff knows the process and can troubleshoot basic issues.

• Brief Your Team: Gather your staff early to explain the check-in process, NE6’s QR code scanning, and how to address basic attendee questions.

Pro Tip: Train staff on using the NE6 ticketing app to ensure a smooth process, even if there’s a tech glitch.

2.3 Troubleshooting Check-In Issues

Things don’t always go perfectly, so have backup plans ready.

• Offline Mode: NE6’s ticketing system does not work in offline mode if the Wi-Fi goes down, so you can keep checking people in with a Backup Attendee List.
• Backup Attendee List: Keep a printed attendee list on hand in case of major tech issues.

Checklist for Check-In:

• Set up QR code scanners at each check-in station.
• Brief staff and volunteers on the check-in process.
• Have a physical attendee list as a backup.

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Step 3: Coordinate with Vendors and Performers

Your vendors and performers are crucial to the event’s success. Let’s make sure they’re set up properly.

3.1 Vendor and Performer Check-In

Have a dedicated person to handle vendor check-ins and address their needs.

• Assign a Vendor Manager: Designate a staff member as the point of contact for vendors. They’ll handle check-ins, setup locations, and questions.
• Confirm Vendor Needs: Double-check that vendors have everything they need, like power, water, or special setup requests.

Pro Tip: Give vendors staggered load-in times to avoid congestion during setup.

3.2 Coordinate Setup Times

Stagger vendor arrivals to ensure a smooth setup process.

• Staggered Arrivals: Have food trucks arrive early, followed by artisans or other vendors. For example, food trucks should arrive 2-3 hours before the event begins to avoid congestion with other vendors.

3.3 Ensure Health and Safety Compliance

Make sure food vendors comply with local health and safety regulations.

• Health Inspections: If your event involves food, make sure vendors have passed health inspections and meet local requirements.

Example: At a seafood festival in Maine, vendors will need special health permits due to the temperature-sensitive nature of the food.

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Step 4: Managing Guests and Crowd Flow

As guests arrive, keeping the crowd moving and ensuring safety is key.

4.1 Maintain Crowd Control

Make sure you have enough staff to guide attendees and prevent bottlenecks.

• Staff for Crowd Flow: Assign staff to key areas (restrooms, food stalls, performance stages) to ensure smooth crowd movement.

Example: For a Boston Harbor concert, ensure exits are clear and staff are directing guests to minimize crowding near food or merchandise stalls.

4.2 Handle Customer Service Issues

Be prepared for on-site questions and customer service needs.

• Information Booth: Set up an information booth with clearly identified staff to answer questions (e.g., vendor locations, schedules, or restroom directions).

Pro Tip: Equip customer service staff with mobile devices connected to NE6’s dashboard to access ticketing and event information quickly.

4.3 Restroom and Facility Maintenance

Ensure facilities are maintained throughout the event.

• Restroom Attendants: Assign staff to regularly check restrooms and ensure they remain clean and stocked with supplies.

Example: At a lobster fest in Maine, keeping restrooms clean is crucial since guests stay for long periods.

Checklist for Guest Management:

• Assign crowd management staff.
• Set up an information booth.
• Regularly maintain restrooms and trash bins.

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Step 5: Deal with Weather and Unforeseen Issues

New England weather can change fast—here’s how to be prepared for anything.

5.1 Weather Contingencies

Always have a backup plan in case of rain, snow, or extreme heat.

• Backup Plan: Consider renting tents, heaters, or fans to protect against sudden weather changes. Be ready to move activities indoors if needed.

Pro Tip: Keep extra umbrellas, ponchos, or fans on hand for guests, especially at outdoor events.

5.2 On-Site First Aid and Safety

Prepare for minor injuries or health issues.

• First-Aid Station: Set up a first-aid station with trained staff to handle injuries or health concerns.

Example: For a charity run in Vermont, have paramedics on standby to handle any potential injuries from participants.

5.3 Manage Lost and Found

Set up a designated lost and found area for guests to report or collect missing items.

• Lost and Found Announcements: Periodically announce lost and found items over the PA or include information in event materials.

Checklist for Contingencies:

• Prepare for bad weather with tents or indoor spaces.
• Set up a first-aid station and staff it with trained volunteers.
• Create a lost and found area with clear signage.

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Step 6: Monitor and Adjust Throughout the Event

Keep track of everything during the event and adjust as needed.

6.1 Track Ticket Sales and Attendance

Use the NE6 platform to track check-ins and adjust staffing based on attendance.

• Monitor Attendance: If the crowd is larger than expected, increase staffing at food stalls, restrooms, or stages.

6.2 Check in with Vendors and Performers

Periodically check in with vendors and performers to ensure they’re satisfied and on schedule.

• Performance Schedule: Ensure performers are ready and tech is in order to prevent delays.

6.3 Make Announcements and Updates

Keep attendees informed about key events, weather changes, or special announcements.

• PA System: Use a public address system or digital signage to keep guests updated throughout the day.

Checklist for Monitoring and Adjusting:

• Use the NE6 dashboard to track ticket sales and check-ins.
• Check in with vendors and performers regularly.
• Use the PA system to make important announcements.

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Step 7: Event Wrap-Up and Teardown

The event may be ending, but there’s still work to do!

7.1 Manage Guest Exits

Guide guests out of the venue in an orderly fashion.

• Well-Lit Exits: Ensure that exits are well-lit, especially if the event ends after dark, and that staff direct people to their cars or public transit.

7.2 Teardown with Vendors

Ensure an organized teardown to avoid chaos.

• Organized Teardown: Coordinate with vendors and stagger their teardown times to prevent congestion.

7.3 Clean-Up and Final Walkthrough

Ensure the venue is left clean and in good condition.

• Venue Clean-Up: Make sure trash and recycling bins are emptied, and the venue is as clean as you found it (or better!).

7.4 Debrief with Your Team

After everything is packed up, gather your team for a quick debrief to review what went well and where you can improve for next time.

Checklist for Wrap-Up:

• Manage guest exits with adequate lighting and staff.
• Coordinate vendor teardown.
• Clean up the venue and conduct a final walkthrough.
• Debrief with your team after the event.

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Pro Tips for Event Day Success:

• Stay Calm: If something goes wrong, keep a cool head. Calmly handle last-minute issues and adapt as needed.
• Delegate: Assign trusted team members to oversee specific areas (vendors, ticketing, customer service) so you can focus on the big picture.
• Be Prepared for Emergencies: Always have a basic emergency plan for bad weather, health issues, or tech failures.

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And that’s it! Follow this guide to manage your event like a pro and ensure everything goes off without a hitch. I’m here if you need more help or advice—let’s make this event one for the books!