If you’re like us, your clients don’t prefer staying put. Event time usually means travel time, and planning events outside of the NYC Metro area has somewhat become our specialty. We’ve already laid out our Survival Guide for Working on The Go, but how does your favorite event team handle the planning process before we even board the plane? Check out a few of our tips:
PREPARE FOR BOOKING A VENUE SITE UNSEEN
A high budget is an absolute luxury, and sometimes the budget just isn’t there to fly our team into far away city for some pre-planning. This can mean booking venues without seeing them in person first. A challenge? Yes. Impossible? Never. We make sure to communicate every concern with the venue’s staff, study layouts, and have see photos of every corner so we can truly imagine our vision of the event working in this space.
SHIP OR BUY?
Supplies on supplies is the name of the game on site. Depending on the amount of shipping you’re already coordinating on site from client products, etc., it may be cost and workload effective to buy a few items on site instead. Items like snacks and water, or even a cheap printer make way more sense to buy than fly. Make a list of these items prior to packing and decide what makes the most sense for you and your team.
SCOPE OUT ANY EMERGENCY VENDOR LOCATIONS AND HOT SPOTS
Places like Walmart, Staples, and FedEx are your BFFs for last minute grabs or services, and it’s worth it to scout out their locations prior to arriving on site. If you can for see any last minute add ons, such as printing posters, or other specialty collateral, contact a local printer in advance to give them a heads up and get a feel for their current workload. When the client comes up with changes or something new to do, you’re ready to roll with those vendors. Prep is key, ALWAYS!
Thinking of hosting an event in a new city but didn’t think it was possible? We’ve got this. Contact us here.