Review Your Event Cleaning Checklist:
Event clean up doesn’t have to be overlooked as an afterthought, but unfortunately it often is. In fact, there are six things that 90% of event planners forget about when planning their event, and one of them is event cleanup! Although cleanup might not be at the top of your mind when planning an event, it’s still very important to include it in your overall planning process. Here are six things you should definitely not forget when planning an event.
1. Event Clean Up
Cleaning up is the last part of any event, so it is often overlooked. It can be one of the most important parts of the job, but it is not the most glamorous. Your venue might not refund your cleaning deposit if you overflow trash cans or spill liquids on the floor. When the last guest leaves, the setup crew will leave as soon as the event begins, leaving you, the event planner, holding the trash bag. Cleaning up after an event is a dirty job, but someone has to do it - and it shouldn't be you! Plan ahead to get your deposit back and avoid burning bridges with the venue. Additionally, you may find it beneficial to hire someone to clean up the site before guests arrive.
2. Check In Process
Check-in might not be necessary for a simple birthday celebration. However, if attendees have pre-registered for the event, they may need to pick up badges and materials. The way you greet guests and explain what they can expect can make all the difference to how guests remember your event. When customizing your check-in process, consider the following:
Where will guests check in?
Where will the check-in area be located?
What resources should be available at the check-in area?
When will check-in begin and how many staff members will be required?
When checking in, what information will you need (e.g. an ID, ticket, email address, etc.)?
When it comes to check-in, how will you brand it?
Is there anything you'd like to hand out, such as badges, name tags, maps, etc.?
What information will you collect about attendees?
Is security required to check bags on site?
There may be more suggestions to add to this list, but this list should give you enough inspiration to begin. But more importantly, these suggestions demonstrate that you should not put your check-in process at the top of your priority list. It will set early expectations for the event as it is the first part of it.
3. Weather (Plan B)
We all know what the weather is like in Vancouver and know you can't control the weather, but you can do everything you can to ensure that no matter what, your event won't be hindered by it. Even if your event is not planned to be outside, still prepare for rainy days. Power outages, safety issues, and soaking guests.
4. Effective Staff
Staffing your event is one of the most important aspects of event planning, but it can also be one of the trickiest. You might be tempted to rely on volunteers to cut costs, and that’s okay - as long as each person knows what’s expected of them and can do the job well.
Seasoned event planners take time to train staff on their roles. Many event planners work with the same vendors once they find good ones because they know they can depend on them.
5. Event Signage
Think about the navigational questions attendees are most likely to ask (e.g. parking, bathrooms, check-in, etc.), then see if you can answer them with signage. Check to see if your event planning checklist includes signage. One sign in your parking lot or atrium may not suffice to guide guests to the event, so make sure your event signage is complete. Consider using floor decals, hanging banners, lights, and other materials when it comes to signage
6. Event Licenses and Insurance
Contracts, licenses, and insurance vary from event to event, but event planners need to prepare for these tedious but necessary details. Firstly, contact your local municipality to determine if you need a special license or permit for the event. Additionally, get event insurance to remove your liability from the event. There are some venues that may include this in the rental agreement, but you should always check first.
Take a look at your event planning checklist now!
If not, now is the time to add these six must-dos to your event planning checklist. Let Top Notch Cleans take one of your to-do lists off your hands with our hands-free approach to pre-event and post-event cleaning - because savvy event planners know that an event isn't quite over once the guests leave.