Event and Reception Planning – Action Plan Guide

Event organization is a major challenge

A well-coordinated team is one of the most important factors. The person who connects these outstanding individuals is an appropriate Leader in the position of Event Manager. Experience significantly improves team management, and the entire preparation process runs more smoothly. Dividing tasks into stages is also very helpful.

Stage one

Planning activities based on information from our Client. These are the assumptions we must implement to ensure that their needs are met and that they are satisfied. We agree on a framework plan and ask about minor details that the Client is already aware of at the very beginning. Such discussions significantly accelerate implementation. It is worth remembering negotiations at this stage, as they clearly present the current situation.

Stage two

Selection of the location and allocation of the target budget. At the outset, it is strongly advisable to reduce the available funds to 90–95% due to sharply increasing costs resulting from unforeseen situations, especially those occurring toward the end of the preparation period. The choice of location also provides important information regarding the number of required team members and additional personnel needed to service the event.

Stage three

With the main objectives defined, we proceed to the execution of stands and graphics to ensure the atmosphere agreed upon during the first stage of negotiations with our Client. The execution time can reach up to 21 weeks. This should be taken into account, as well as reserving additional time for delayed deliveries. For deliveries from our home country, 2–3 days ideally fill this gap.

Stage four

Having all elements of our scenography and a well-coordinated team, we proceed with assembly. We set up stands, walls and platforms, as well as all cabling enabling power supply for the location. At this stage, it is worth remembering to secure our cable bundles by using cable protection systems.

Cable protectors
Check our offer for cable ramps. By using cable trays, you increase safety for employees and participants while ensuring a stable power connection to the devices operating at our workstation.

Five-channel cable ramp – the most affordable choice
M5 POWER cable ramp with five channels: 3 × 3.5 cm

Here you will find: cable ramps for rental and purchase

One of the most frequently purchased cable ramps is the M5 Cable Ramp. The five-channel model, hence the name M5, is commonly used at events, receptions and concerts.

Stage five

After completing the preparations, it is advisable to carry out rehearsals and tests at our workstations. Special attention should be paid to pyrotechnic accessories. Remember to maintain safety by taking care of both your workplace and your team.

Stage six

After the event, we begin dismantling our scenography and structures, carefully verifying equipment quantities, most often searching for remaining elements at the very end of stage six. Depending on the nature of the elements, it is worth securing details that can be reused in the future, thus generating savings.

Stage seven

After completing the project, it is worth contacting our Client to obtain feedback. Drawing conclusions from the completed project clearly provides an advantage in subsequent assignments of this type. As you can see, event preparation is not one of the easiest tasks. It often results in long, sleepless nights and time spent away from home. However, as we know, a significant part of the population prefers concerts and receptions as a form of entertainment. Referring to the proverb: someone has to work so that someone else can rest.

Contact us by phone at: +48 22 292 40 24 or +48 505 16 03 03, by e-mail (Power@PowerRubber.com) or via our contact form.