The ABC’s of Event Logistics

Q. Can you provide a thorough overview of all the things I should consider when planning my next event?

A. Provided by Leah Wong, VP of Events and Marketing, Minneapolis Downtown Council.

Consult this Must-Read Checklist Before Planning Your Next Event

• Understand the Agreement before signing.  Protect your organization by reviewing indemnification, insurance, payment, and performance clauses.

• Have a Plan B. Think through moving parts and factors you can’t control, then create a contingency plan to address potential problems.

• Establish a Communication plan, then provide a means to communicate. (Consider two-way radios.)

• Devil’s in the Details--don’t underestimate their importance.

• Determine your Environment plan, e.g. what waste will the event generate?  Is it waste or recyclable?  Plan accordingly and use signage to label receptacles.

• Examine Fire codes and permits early on. Contact local Fire Department with questions, especially if utilizing pyro, fire entertainment or tents.

• Plans for General public events should include crowd control, access points and information areas.

• Having food?  Remember Health codes.  Partner with the health department or ask your caterer/concessionaires to do so.  Make sure you have the proper paperwork on file.

• Think about Insurance coverage.  Require a COI from your vendors with your organization additionally insured.

• Volunteers are keys to your success.  Always provide training, then delegate Jobs that will inspire them.

• Use your Knowledge and trust your gut. If you think you need more port-a-lets, officers or bars, add more.

• Lay out your event space to maximize your time and ensure everything fits.

• Contemplate Medical questions: Do I need an ambulance or first responder?  A defibrillator?  First aid area?

• Complete a thorough Needs assessment addressing ADA, power, exits, load-in/out, and restrooms.

• Organize event information and have it on-site. This allows another planner to step in if necessary.

• Circulate complete, accurate Production schedules to your team along with contact information and roles.

• Ask Questions early.  Bring local authorities, vendors and your venue into the conversation.

• Risk management is crucial. Evaluate potential risks, even the unthinkable.  Create a planned response including communication, roles and initial steps. Avoid risk by identifying potential problems and adjust accordingly.  

• Address Security and involve the police department from the beginning.  Should you hire off-duty officers or work with private security?  Prepare for their questions:  “Any VIP’s?” “How many guests?” “Alcohol?” “Do you expect protesters?”  Your answers will shape your security plan.

• Consider Transportation.  How are guests arriving?  Ingress/egress plan?  Pedestrian flow?  Any road closures or hooded meters?  Consider these elements as attendees remember their first and last impressions.

• Be Ubiquitous and make sure you have a strong presence on-site.

• Vendor management-- communicate your expectations. Include vendors in the planning, allowing them to understand your needs and event plan.

• You can’t control Weather so know your options, especially if your event is outdoors.

• Place eXtra emphasis on the attendee experience. Think through the event from their perspective and ensure that event logistics are in place.

• You complete the puzzle. Your leadership will get your team through any situation.

• After the event take time to get your Zzzzzzz’s.

Leah Wong, Vice President of External Relations | Minneapolis Downtown Council | leahw@downtownminneapolis.com

As VP of External Relations, Leah Wong is responsible for sponsorship procurement, marketing, and management of events for the Minneapolis Downtown Council. This has included event coordination for the Minneapolis Aquatennial and Holidazzle. Leah has also planned events for Microsoft, Comcast, Lifetouch, and Famous Dave’s. Additionally, she managed visits for President Clinton, General Colin Powell, Condoleezza Rice, King Carl XVI Gustof and Queen Silvia. She coordinated NFL hospitality events for six Super Bowls, managed VIP relations for five ProBowls, and launched/produced the U.S. Pond Hockey Championships. Leah is also Vice President of Education and Programs for the Minneapolis-St. Paul ISES Board.