How to prep for an event

These are my Top 5 tips on how to prep for an event as a Freelancer in Event Coordination for the day. It may differ depending on what type of event you manage or coordinate.

  1. Event Briefing - Ensure you have a briefing or meeting with the organiser or host atleast 2-3 days before the event. I would say have an initial meeting a week ahead (additionally) to go through any detailed plans and aspects for the event. Usually, the organiser should have it at the location itself - especially if there is high involvement in design/logistics/ layout plans; but if that’s not possible - an online meeting is what occurs.

  2. Dress Code - Ensure that you are dressed appropriately. Stick to the dress code as much as you can, especially if you have ample time to prep for an event. The organiser/host should inform you on your standard outfit/ ‘uniform’ for the day - if they haven’t within the week - don’t be afraid to ask! Furthermore, I have always told my team to wear one outfit for the day where there’ll be lots of running around and heavy labour :p; and another formal/event-ready outfit for the event itself. For example, a white tee and slacks for the morning and formal black dress for the night. Also remember you aren’t in a fashion show so there’s no need to go full maximal on the outfit - you are there to work so be comfortable and dress professionally. *Also, try not to take or wear valuables on you when working at events - it may get lost or stolen :/

  3. Location - Find out the event location in advance - make sure you plan ahead and take factors like traffic and other unforeseen circumstances into consideration. Also make sure you go the right location - for instance - I ended up going to a different branch of the venue when I typed it on Google maps. If you aren’t familiar with the roads, double-check the location always! Thankfully, I got to the correct location as I had left very early so I thank God I got there on time!

  4. Pack - Pack your bag for the event day. I would say top 3 things to pack - Water bottle, Medicines like Paracetamol/ Berocca (any kind of energy boost/ multivitamin), extra outfits incase something spills on you or if you sweat too much ;).

  5. Study - Study the layout, brief and any event plans like guest lists or seating charts before the event to ensure seamless execution. If you’re a freelancer and you’re working for on a per event basis, this is crucial as you don’t want to be clueless and look unprofessional.

Hope this helps anyone who is prepping up for the big event season here in the UAE.

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