Event planning can be a daunting task, but with the right logistics strategy, it can be a seamless and enjoyable experience. Whether you’re organizing a corporate conference or an executive meeting, attention to detail is crucial. In this blog, we’ll share 5 expert tips to help you streamline your event logistics, featuring personal advice from one of our community members, Lisa Wilson — Senior Event Manager at Spineart.
1. Start with a Clear Plan
The foundation for successfully navigating event logistics is a well-thought-out plan. Begin by outlining your event’s objectives, budget, and timeline. Create a detailed checklist that includes all essential tasks, such as booking a venue, understanding food & beverage needs, organizing transportation, and more. This checklist will serve as your roadmap and help you stay organized.
Lisa’s Advice: “A comprehensive plan and proper delegation are your best friend. If working with an event team, have a kick-off meeting to review the assigned tasks and deadlines. Do the same with your assigned Event Manager at your venue, even if your event is several months in the future, so they have a clear vision of what your event looks like and what you need them to do for you. Have set check-in dates for reviews. This connection and communication with your team throughout is vital.”
2. Choose the Right Venue
Selecting the perfect venue is a critical step in event planning. Use tools like The Hive to filter and search for venues based on location, transfer time, capacity, amenities, accessibility, and more. Download our comprehensive Site Inspection Checklist — designed to evaluate potential venues to ensure they meet the specific requirements of your event.
Lisa’s Advice: “The right venue can make or break your event and sometimes, key relationships. The service and amenities your guests receive at the venue is also a reflection of you and your company. Do your research and make sure the property you’re selecting can fulfill your requirements and expectations.”
3. Streamline Transportation
Transportation can be one of the most challenging aspects of event planning. To simplify this, consider contracting with a Destination Management Company (DMC) to handle this logistical headache for you. If you’d prefer to handle this yourself, our advice is to provide very clear instructions to those booking travel and to track travel arrangements. You’ll find that a number of hotels & resorts a part of The Beyond Collection offer shuttle services to and from their property from nearby airports.
Lisa’s Advice: “Effective transportation planning ensures your guests arrive on time and ready to enjoy the event. When determining the event’s location, factor in the distances your guests are traveling and the length of time they will be there. Travel is tough on everyone nowadays, but if you go the extra mile to simplify it for them as much as possible, you will be forever grateful.”
4. Coordinate with Vendors
Confirm all details well in advance and have contingency plans in place. Ensure that all contracts are reviewed and signed and keep track of payment schedules.
Lisa’s Advice: “It’s not enough to just select and book a vendor; if you want to ensure you get the best service for your money, take the time to build a relationship with them. Keep a comprehensive list of every vendor booked and their deliverables to share it with your Event Manager at your venue. I’m a big fan of detailed vendor lists as opposed to sharing your vendor information piecemeal.”
5. Use Tools like The Hive to Your Advantage
Leverage technology to simplify your planning. In The Hive, you can chat with peers, research properties, explore exclusive offers and need dates, and send RFPs. The best part? The Hive is commission-free, meaning The Beyond Collection does not collect any commission on your booking through The Hive. No commission means that the property retains more money, giving you a chance to negotiate concessions such as room upgrades, reduced food & beverage minimums, complimentary amenities, and more.
Lisa’s Advice: “Sourcing, although it can be fun, is also a beast. Resources like The Hive can significantly streamline your property selection process and ensure you get the best offers. I use The Hive for about 90% of my RFPs and I’ve been so impressed with not only the responsiveness, but also the quality of the proposals. It’s been a game changer for me.”
By following these tips, you can streamline your event logistics and create a memorable experience for your attendees.
Join Our Community
Ready to take your event planning to the next level? Contact The Beyond Collection today to learn more or request to join for FREE here. Join our exclusive community to unlock access to The Hive, streaming your event logistics and ensuring a successful event experience. Let’s make your next event extraordinary!
