Welcome back to our A-Z series on event planning, where we explore in detail what goes into creating great event experiences. Today, we’re looking into "I" for (Event Team)-Internal Comms.—a critical part that can determine the overall success of your event.
No matter how precisely you've planned your event, it's the behind-the-scenes communication between your team members that ensures everything runs smoothly. Whether you're organizing a small corporate meeting or a large-scale conference, effective internal communication can streamline processes, prevent misunderstandings, and ensure everyone is on the same page before, during, and after the event.
Why Event Team Communication Matters
Effective internal communication is the backbone of event management. It keeps your team aligned, ensures that everyone knows their responsibilities, and helps address issues before they escalate into larger problems. Without clear communication, even the best-laid plans can fall apart, leading to confusion, delays, and a disjointed attendee experience.
Key Components of Event Team Communication
Team Alignment
Before any event, it’s crucial to have everyone on the same page. This means making sure every team member, from logistics to marketing, knows the overall goals of the event, their specific tasks, and any timelines. Kickoff meetings, event briefs, and ongoing check-ins help ensure that every detail is covered.
Expert Tip: Implement a centralized project management tool like Asana, Trello, etc. to keep track of tasks, deadlines, and responsibilities. This not only improves visibility but also ensures that updates are accessible to everyone in real time.
Clear Roles and Responsibilities
Assigning clear roles to each team member is critical to avoid overlaps or gaps in execution. Each person should have defined tasks for every stage of the event, from setup and guest registration to managing technology or addressing last-minute issues.
Expert Tip: Create a detailed event day timeline with specific tasks assigned to individuals or teams. Include contingency plans for common problems like equipment malfunctions or schedule changes, so everyone knows how to react quickly.
Real-Time Communication Tools
During the event, having real-time communication channels is vital. Walkie-talkies, event management apps, or group messaging platforms can allow team members to communicate quickly and efficiently, ensuring that problems are addressed as they happen and that last-minute changes can be smoothly managed.
Expert Tip: Use event-specific communication channels on platforms like Slack to separate different functions (logistics, marketing, speakers) so that team members are only receiving the information that’s relevant to their role.
Pre-Event Briefing
Before your event begins, hold a final pre-event briefing to go over the schedule, confirm everyone’s roles, and review key contacts. This is your last chance to iron out any concerns or discrepancies. It's also important to make sure the entire team knows who is in charge of making decisions on-site in case of unforeseen challenges.
Expert Tip: Send out a digital copy of the event plan with updated timelines, team responsibilities, and emergency contacts so that everyone has quick access on their phones or tablets.
Keeping the Communication Flowing During the Event
On-Site Command Center
For larger events, consider setting up a “command center”—a designated space where key team members can manage operations and provide support. This space can be the central hub for real-time decision-making and troubleshooting, ensuring that everything from registration to guest services runs smoothly.
Expert Tip: Make sure this hub is equipped with everything your team needs—laptops, event materials, and, most importantly, fast and reliable communication channels. It should also be positioned in an easily accessible area for team members.
Immediate Issue Resolution
Problems will arise during any event, no matter how well it’s planned. The key to keeping things running smoothly is addressing issues quickly. Ensure that all team members know how to escalate problems and who to contact for quick resolution, whether it’s a technical issue, catering problem, or schedule conflict.
Expert Tip: Use a system of priority flags in your communication tools (e.g., color codes or tags) to quickly identify the urgency of a situation. This helps the team focus on critical issues first without becoming overwhelmed by less important tasks.
Post-Event Debriefing and Follow-Up
Post-Event Communication
After the event, it’s just as important to regroup with your team to discuss what went well and what could be improved for the next time. Gathering feedback from your team provides valuable insights into internal communication strengths and areas for improvement. This should happen while the event is still fresh in everyone’s mind.
Expert Tip: Send out a post-event survey to team members asking specific questions about communication flow, problem-solving, and overall coordination. This can help refine strategies for your next event.
Closing the Loop
Ensure that any remaining tasks, such as returning rented equipment, processing payments, and sending thank-you notes to partners or speakers, are managed efficiently. Use your project management tool to track post-event actions, ensuring nothing falls through the cracks.
Expert Tip: Schedule a wrap-up meeting to review feedback, share learnings, and ensure all post-event tasks are completed. This creates a full-circle communication strategy and sets the stage for even better coordination in future events.
Conclusion
Internal communication is the engine that keeps your event moving forward, ensuring that all the hard work behind the scenes translates into a seamless experience for attendees. By keeping your team aligned, using the right tools, and maintaining clear lines of communication, you can ensure that your event runs smoothly from start to finish.
But internal communication is only part of the equation. Having the right people in the right roles is equally critical to the success of any event. Stay tuned for the next installment in our A-Z series, where we’ll explore "J" for Job Roles, and discover how assigning the right responsibilities can make all the difference in delivering a flawless event.
Until then, happy planning!