EVENT MANAGEMENT NC III
Managing Contractors for Indoor Events
Managing Contractors for
Indoor Events
• A successful event is built on a solid relationship of
trust between the event manager and the various
contractors hired for events.
• Depending on the size or complexity of the event, an
event manager may hire contractors for the venue
construction, staging and audiovisual requirements,
displays, gen sets, performers, etc.
Event managers need excellent communication,
problem-solving, and people skills to ensure that the
following tasks are performed from the planning to
the staging phase of the event:
1. Monitor progress (including safety issues) at regular
intervals through on-going liaison with contractors
and other stakeholders.
2. Identify the need for
adjustments and organize
appropriate changes with
confirmation in writing.
3. Negotiate adjustments to
maintain the integrity and
quality of the event.
4. Evaluate work completed
against event requirements and
time schedule, and take
appropriate action to address
delays.
• Changes in the Programme
Request for changes in the sequence of activities
within the program should be coordinated with
the director, the emcee, and the stage director.
• DON’T FORGET!
The last 24 hours before the actual event is the most
critical phase of event management. A reliable
communications system (two-way radio AND fully
loaded and charged mobile phones) is a MUST.
Keep the following materials in a clipboard:
• The action plan
• Venue layout
• Final sequence guide
• Technical script
• General event directory
• Alpha list of the event’s guests/participants
• Master copies of all the program materials (audio,
video CDs, speeches)
• Copies of suppliers’ and contractors’ contracts
• Risk management plan
ON-THE DAY CHECKLIST
On Site
• Receive and inventory all materials, equipment, and
supplies.
• Review all VIP arrangement.
• Set up holding rooms.
• Conduct individual review meetings with suppliers and
facility departments.
• Conduct personal instructional briefings for registration
staff, date collectors, volunteers, and others.
• Conduct pre-conference and daily staff meetings.
• Review responsibilities,
procedures, and overlap areas
like registration, food guarantees,
speakers, VIPs, media room set-
ups, data collection,
spouse/guest/children’s events,
exhibits, sponsors, and so on.
• Re-emphasize communication
lines and authority and
responsibility levels to meeting
staff, suppliers, meeting facility
staff and volunteers.
• Arrange daily invoice review
with meeting facilities
• Consult with meeting support personnel as required
for issuance of gratuities.
• Confirm and monitor pickup of all rental equipment
and supplies.
• Conducts post-conference wrap-up meeting with
meeting facility departments and suppliers as needed.
Walk through the venue and check the
following:
• Contact Person
• Total rooms required
• Room sizes (including ceiling height)
• Seating capacity
• Stage risers
• Fire Exits
• Loading dock, doors, elevators
• Power availability
• Secured storage
• Decorations
Walking through the venue with a checklist
helps event managers visualize what guests
will see (and not see) in the following key
areas
• Main lobby
• Registration tables
• Function rooms (for separate activity)
• VIP holding room
• Dining area
IMMEDIATELY AFTER THE
EVENT
• Pack and inventory all materials
• Do financial reconciliation. With a big event, you’ll
have many invoices and you need to make sure you
have been billed correctly and you pay in a timely
fashion. Watch expense reports, since a lot of cost
can be hidden in those reports.
• Perform post-budget performance review. Were you
on budget? Could you have saved money?
• Prepare list for thank-you letters. Prepare and mail
letters.
• Collect and organize data for final meeting reports.
Obtain evaluations from staff, volunteers, and
consultants. It is important to evaluate what went
right and what did not go right so your next meeting is
easier.
• Prepare summary reports of all evaluation forms.
• Review each invoice received, break each down into
appropriate meeting categories, and schedule
payment.
• Prepare preliminary financial reports.
THANK
YOU!
