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Tips for a Seamless Event Setup

There’s nothing more rewarding than seeing a client walk into their event space, in awe of the transformation done to achieve their vision. However, it’s not like we snap our fingers and everything is in place—a dream event requires careful execution to ensure everything falls into the right place, from the floorplan and lighting design to the sound tech and color scheme.

With all of the little details that go into creating a successful event, let’s look at a few ways to ensure everything is logistically sound for the big day.

Communicate often

This is likely not the first time you’ve heard about the need for good communication, but it’s important enough to drive the point home. Event setup involves a lot of proverbial cooks in the kitchen, which can help the process run quickly and efficiently. However, without proper communication, it can easily become disorganized with so many people hustling around.

Go into the execution stage having communicated your needs prior to ensure that everyone is on the same page. For example, as a lighting company, we’re sure to understand everyone’s electrical requirements since we recognize how much power our lighting design can take up. We also consider spacing as well, with a collaborative floorplan to ensure every creative partner has the room that they need to set up their equipment. The event day is a busy one, so do your due diligence to check all of your boxes in the weeks leading up to it.

Understand regulations

Every venue has their own set of restrictions based on their pre-established rules, as well as constraints placed by local ordinances. Fire codes, for example, cannot be changed or stretched—don’t even bother trying. As a professional who will be working on their grounds, it’s up to you to ensure that you adhere to these regulations. Get familiar with load-in procedures and the parameters of the event space. Schedule a site tour so you can get a feel for the space and avoid bringing in fixtures that won’t fit through the door (it has happened!). Many venue regulations are created for a reason, usually as a result of past experiences.

Prepare for the unexpected

It seems like every event has something that happens unexpectedly, so get yourself into the right mindset to think on your feet. Be proactive (like taping down cords and doing safety checks) and do what you can to prevent issues from arising, but also be ready to address an unplanned situation. For example, if the rental company is delayed in delivering items, know the steps that you can do while you wait. Always be prepared!

At the end of the day, remember that everyone on the event team is working toward a common goal: keeping the client happy and providing them with the celebration of their dreams. While there are inevitable difficulties, stay committed to your client’s vision and work closely with your creative partners to ensure that the planning and execution processes are as seamless as possible.

Kevin Dennis

Kevin Dennis is the editor of WeddingIQ and the owner of Fantasy Sound Event Services, a full-service event company based in Livermore, California. Dennis is the past president for Silicon Valley NACE, and national vice president for WIPA.