Orange_tes_image 4000x1500

Events toolkit


On the day

Set up the venue and test the audio-visual equipment - give yourself plenty of time to do this.

Walk the entry route into the venue and put up signs giving directions, if necessary.

Ensure the catering arrives in advance - book catering to arrive 30 minutes before it's required.

Carry a list of key contact numbers (AV/technical staff, room bookings, catering).

Brief all those involved and allocate a person or people to register the attendees and usher them to their seats.

Liaise with the speaker and any VIP guests.

Ensure your guests are provided with all appropriate information, such as where the toilets are, information on fire alarms and evacuation procedures, and where to get refreshments. 

Put up signage.

Print guest lists and name badges.

Top tips to remember on the day of your event!

Top tips!

  • Check accessibility of the room and make sure that you are familiar with disabled access and accessible seating.

  • Have a few posts scheduled on social media to encourage people to join the conversation.

  • Identify a good photo opportunity and use it to document the day.

  • Keep branding consistent, with marketing materials and the pull-up banners.