Preparing For & Delivering Events | Ungerboeck

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10 Min Read

Event Automation Series Part 3: Preparing For & Delivering Events

So far in this series, we have explored event automation and why venues choose to automate their processes. We also learned about capturing and converting incoming inquiries. In this post, we focus on how automation can help venue and event professionals to prepare for upcoming events and bookings and assist them in delivering memorable event experiences.

The Six Stages of Effective Event Management

Six Stages 3

Streamline the Event Preparation Process with Automation

So many factors go into coordinating and planning for an upcoming event, so relying on manual processes and human business intelligence leaves too much room for error.

Here are some ways you can automate the event preparation process:

  1. Interactive Task Checklists - Use interactive checklists so that all necessary tasks are delegated to relevant team members, and they are notified about their responsibilities and deadlines in the lead-up to an event.
  2. Interactive Risk Management Schedules - Create standardized, interactive risk management schedules tailored for different event types to help you plan, assign, and track tasks, risk controls, or corrective actions in the lead-up to an event.
  3. Self-Service Client Portals - Integrated self-service event portals are beneficial for large-scale overarching events which have multiple smaller event bookings within them. Using a portal helps your team and customers work collaboratively in planning the event. Clients can view their upcoming event bookings and manage orders for food and beverage, audio-visual equipment, etc.
  4. Event Order Confirmation - Before the event, it is essential that you ask your client to confirm all the details for their event to make sure you are both on the same page. To do this, create a standardized report template including all key event details like menu selections, equipment bookings, service times, etc., and present it to your customers for them to review and sign off on before the event.

Using Technology to Deliver Memorable Event Experiences

After confirming the booking and coordinating the event details, the next step is to deliver the event and services at the chosen venue and on the requested date and time.

Here are some examples of ways that venues can leverage technology to ensure a seamless event experience for your staff and event attendees:

Essential Technology for Venue Staff at Events:

  1. Customized Event Order Templates – Create customized event orders–sometimes known as Banquet Event Orders (BEO), Run Sheets, Event Manifest, Staff Information Sheets, or Event Sheets–for relevant parties, so they only have access to the information they need.
  2. Mobile Tasks Lists – Instead of solely relying on physical or digital event orders, utilize interactive checklists on mobile apps. In doing so, staff and suppliers can view all the tasks they need to complete in the lead-up to an event and mark them as "done" while working on the go so that your entire team can access real-time event progress updates.
  3. Live Updates for External Staff & Stakeholders – Often, venues have people outside the events team who need access to basic event details, e.g., reception staff, senior management, contractors, security, etc. Giving these external parties access to view-only calendars and live event information is essential to ensure they don't need to rely on/disturb the event staff while the event is taking place.
  4. Real-time Issue Management – Use an issue management platform to capture details, notify relevant parties in real-time and report on any issues that happened at an event. For larger and multi-site venues, use a tool integrated with Google Maps to help your team pinpoint where the incident occurred. Not only will this information help to resolve the issue at the time, but you can use it for future risk management assessments in the planning stages.

Essential Technology for Attendees at Events:

  1. Digital Signage – Reduce dependence on your staff and make it easier for attendees to access your venue and navigate their way around once inside. Program live signage feeds to display relevant event details or provide critical updates about last-minute changes or instructions in an emergency.
  2. Self-Service Entry Points – The process of entering a venue differs slightly between different events, e.g., conference delegates check in at a registration desk, whereas at a ticketed performance or live sporting match, attendees use tickets and turnstiles. That said, venues must digitize the check-in/entry process to make it seamless for attendees and reduce dependence on venue staff. For example, you could implement self-service tools such as interactive check-in kiosks and mobile event apps or replace physical/paper tickets with eTickets, QR codes, or wearable technology solutions.
  3. Online Ordering – Some events allow attendees to make purchases on the day, e.g., sporting matches, live performances, market days, etc. Venues can improve attendee experiences at these events and avoid unnecessary queuing by allowing attendees to pre-purchase purchase food, beverages, and merchandise and select specific delivery or pick-up points or times. Furthermore, online ordering helps venues increase ancillary revenue by promoting upsell opportunities, improves cash flow, and reduces wastage by giving staff the information they need to order stock for upcoming events.

Want to learn more about Event Automation?

Download our eBook to learn more about how to automate every stage of the event management process.

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