Top 5 Must-Haves for Event Managers for Smooth Delivery

As an event management company specialising in conferences and incentives, we understand the intricacies and challenges that come with orchestrating seamless events. From managing multiple stakeholders to ensuring every detail is perfectly executed, the role of an event manager is both demanding and rewarding. To help you navigate this complex landscape, we’ve compiled a list of the top 5 must-haves for event managers to ensure smooth delivery of every event. 

1. Detailed Event Critical Path 

A comprehensive critical path is crucial for managing the multitude of tasks involved in event planning. This critical path should cover every aspect of the event, from initial planning stages of contracting, key deadlines, to post-event follow-up requirements. Having a detailed critical path ensures that no task is overlooked, or deadline missed, helping to maintain a smooth workflow from conception to completion. 

Essential inclusions: 

• Key deadlines for clients and suppliers:
  • Venue booking and logistics 
  • Speaker and attendee management 
  • AV equipment and technical support 
  • Catering deadlines 
  • Marketing and promotions 
  • On-site staff coordination 

2. Strong Supplier Relationships 

At Cornerstone Events, we know first-hand that building and maintaining strong relationships with suppliers is vital for the smooth execution of any event. Reliable suppliers ensure timely delivery of services and products, which is critical for event success. Regular communication, clear contracts, and mutual respect go a long way in forging strong supplier partnerships. 

Tips for Building Strong Supplier Relationships: 

• Clearly communicate your expectations and requirements 
• Establish regular check-ins and updates 
• Negotiate fair contracts with clear terms 
• Show appreciation for their efforts and reliability 

3. Professional Audio-Visual (AV) Setup 

A high-quality AV setup is critical for delivering presentations, speeches, and performances with clarity and impact. Partnering with a professional AV company ensures that you have the necessary equipment and technical support, so every presentation is seen and heard clearly, contributing to a flawless event. We are lucky to have strong relationships with some amazing AV companies who we use regularly for our events, including Connected Event Group, who provide a range of innovative products and services to enhance any event.  

Key Components: 

• High-definition projectors and screens
• Professional sound systems and microphones 
• Stage lighting and effects 
• Technical support and on-site technicians 
• Live streaming capabilities 

4. Robust Contingency Plans 

Despite meticulous planning, we know very well that during an event, unforeseen circumstances can arise. Having robust contingency plans in place prepares you to handle any unexpected challenges that may come your way. Whether it’s a technical glitch, a last-minute cancellation, or a weather-related issue, being prepared with a backup plan can save the day. 

Key Contingency Planning Steps: 

• Identify potential risks and challenges
• Develop backup plans for critical elements (venue, speakers, technology) 
• Communicate contingency plans to your team and stakeholders 
• Allocate a budget for unexpected expenses 

5. Advanced Registration and Ticketing System 

An efficient registration and ticketing system are crucial for managing attendees and streamlining the check-in process. Cornerstone Events aligns with EventsAir a modern comprehensive solution for ticket sales, registration, and attendee management. For our larger events for onsite assistance, we often use seamless service providers like Touchpoint Meeting Services who offer onsite check-in solutions, name badge printing kiosks and registration management. 

The benefits of a robust registration system are that it simplifies the attendee management process, enhances the guest experience, and provides valuable data for future events. 

Key Features: 

• Online registration and payment processing
• Customisable ticket types and pricing 
• Automated confirmation and reminder emails 
• Integration with CRM and marketing tools 
• Real-time reporting and analytics 

Conclusion 

Ensuring the smooth delivery of any event requires meticulous planning, effective communication, and the ability to adapt to unexpected challenges. By equipping yourself with a comprehensive critical path, strong supplier relationships, and robust contingency plans, you’ll be well-prepared to deliver successful and memorable events. 

At Cornerstone Events, we consistently exceed our clients’ expectations by leveraging these essential strategies. By adopting these practices, you too can elevate your events and ensure their success.  

Moreover, incorporating an advanced registration system and professional AV setups will help you create successful, memorable, and impactful events.