When attending an event, we tend to focus our attention on the glamorous design elements, the entertainment, or the speakers.
But the truth is, the behind the scenes action that’s choreographed by the corporate event planner might be just as fascinating, if not more.
Making sure that every detail gets executed correctly and at the right time is not an easy task, and depends in large part on the event production companies behind the event being able to orchestrate the logistics.
But how do logistics function in events? And why are they so important?
Let’s explore the ways that logistics matter below.
Logistics Help Control Traffic Flow
One of the most important aspects of logistics is being in control of how and when people enter different areas of the venue.
Experienced event production companies know that without proper logistics, the registration and entrance of the guests would become hectic quickly, which would lead to poor customer experiences.
However, if you can predict the flow of people and organise your event in a way that accommodates their movement, you can prevent bottlenecks and provide a seamless experience for your guests.
And there are also tools that can help you make that happen.
You can use various apps and check-in tools that can help your staff spend less time registering guests – some apps allow for self-check-in booths to be established, and you could even experiment with face-recognition technology if you feel like your audience would respond positively to such an approach.
Streamline Delivery of Food and Drinks
Whether you’re a corporate event planner or are organising a product launch, one thing remains constant – you will need to provide your guests with food and beverage options if you want them to be happy and stick around for the entire event.
However, while that may seem straightforward in theory, many event planners struggle with ensuring that drinks and food are always available at conveniently placed areas in your event.
That’s where good logistics play such a vital role – if you can execute a well-structured catering strategy, it will ensure that all of your trays are always refilled on time and that there are enough drinks to last the entire event.
What’s more, if you’re providing hot meals to your guests, having them prepared and delivered at the exact time that the dinner is scheduled is also vital, even though it can seem like quite a challenge.
Even something as seemingly simple as the location of the catering company can play a role in when and how the food is delivered, so make sure you consider that when planning your event.
Help Develop a Specific Plan of Action
Putting together an event is a complicated and lengthy process, which is why it’s so important to take a structured approach and separate different aspects of the event.
And that’s where logistics usually plays a vital role – after all, the term logistics encompasses everything that needs to be brought to or executed at the event, which is why it’s so convenient to base your event framework from a logistics standpoint as well.
When developing a plan of action, you can look at the event timeline from the perspective of how you can execute different aspects, deliver the necessary items, equipment or people to where they need to be, and keep the event moving smoothly.
Logistics also plays a vital role in developing a contingency plan – you will need to have a backup plan if some of your suppliers fail, which is where having a reliable logistics chain can help you ensure that if something were to go wrong, you would know exactly who to call and what to tell them.
Ensure That Everyone Knows Their Role
While having a comprehensive plan is undoubtedly essential, a theoretical plan will be of little use if you don’t have a team that can execute it.
That’s why the leading logistics management companies understand that you need to thoroughly train your staff so that they work as a cohesive unit and can avoid some of the more common pitfalls of miscommunication during the event.
However, the good news is that if you develop a full-proof plan, relaying it to your team will be easier as well, since sound logistics usually have an effective approach to role assignment and execution.
For best results, try to separate your team into groups of people, each responsible for a different part of the event – that way, people can focus on their roles and not worry about everything at once.
Make Your Event More Eco-Friendly
Like it or not, today’s event attendees care about the environment and might choose not to attend an event simply because they deem it wasteful or not conscious of the impact that it might have.
Luckily, effective logistics can help you reduce the waste and carbon footprint of your event by removing inefficient processes from your plan.
For instance, poor logistics tends to result in the need for long-distance transportation to the event, which is not good for the environment.
A good example of short-sighted planning is using a catering firm that is not near your site’s location, which requires them to transport the food and staff from far away.
Instead, you should not only use a local catering company but could even source local produce, minimising the impact on the environment, and also supporting the local communities.
Another aspect in which logistics can help your event become greener is the venue selection.
If you pick a convenient venue that has eco-friendly transportation options, you can significantly reduce the carbon footprint of your event by having your guests use public transportation instead of their vehicles.
You could even organise transportation to the event yourself, providing your guests with a more comfortable experience, and solving any parking problems in advance.
Guest Author Bio
Sarah Hill is a content writer at Seven Events Ltd – leading conference organisers in Birmingham offering event production, venue finding and team building services in the UK. She started her career in the events industry almost a decade ago as time progressed she became an avid event blogger sharing her insight on corporate event planning.