By Jillian Schranz
You know how they say, “Save the best for last?” At Event 360, we saved the MOST for last. After producing 32 events over the first 34 weeks of our 2016 event season, we pulled out all the stops to produce five events on the second weekend in November. We had teams on the ground coast-to-coast in Los Angeles, Washington DC, Philadelphia, Boston and Newport News, VA working to produce one MuckFest® MS event, two
DAV 5K events and two MMRF Team for Cures 5K events.
How did we pull it off? Let’s ask our Event Managers:
“Know your team’s strengths. Assign staff where you know they can have the greatest impact. Equip them to make smart decisions and exceed expectations.” – Slade Thompson
“Ensure that all staff are prepared to support the event execution. Everyone on the team who buys supplies, coordinates contracts or manages budgets becomes part of the operation for successful execution. Clear expectations for the whole team will ensure that needs are met to achieve success. – Dave Kramer
“Double check all vendor deliveries and timelines then delegate to the on-event contact. This will ensure that load-in runs on schedule and that the production manager isn’t juggling too many operational plans over the weekend.” – Jake Geiger
Planning is everything. We work to create consistent and replicable processes for each of our event series. By clearly documenting the tried and true operations timelines, emergency response plans, supply manifests, and site elements, we are 80% of the way there. The last 20% is customizing each plan for a particular city. For two sets of our events, we were producing the same event in different cities back-to-back on Saturday and Sunday. Having a clear playbook allowed our event leads in each city to have all of the information they needed to successfully lead their staff to success.
Relationships are key. For many of these events, it was the first time we had produced that event in those cities on behalf of each organization. In order to pull off five events in one weekend, we had to invest the time early on to work with local jurisdictions. In cities where we’ve had a particular event for years, it can be easier and less time-consuming to go back again. New cities don’t know us, so we had to be sure we had solid relationships in each city before executing our big weekend. This not only allowed us to be successful this season, but left each city open to working together again in 2017.
Great staff make a great event. We’re proud of our team. Our teams are ready to hit the ground in a new city and manage the key operational elements of our events that ensure a fantastic experience for our participants: route support, registration and check-in, volunteer management, and site management. We work to train all our staff to be event people and develop expertise in one or more of these key standard operational roles. When our partners from the organization show up on-event, our goal is that we’ve handled all of the key logistics so that they can spend their time on-event delivering their mission messaging, cultivating their teams and fundraisers, and thanking their sponsors.
We officially wrapped our event season after 36 weeks on the road and we’re proud to say we produced 39 events in 2016. As we grow in 2017, we look forward to more whirlwind weekends full of many events. After all, events are what we love to do.
Jillian partners with new and existing clients to identify the right sets of services for each project and ensure our team delivers flawless event experiences that yield happy participants and stellar results.