- First impressions count
People judge in accordance to their first impression, thus it’s very important to complete the entrance features of your venue first to ensure you get good moods from the get-go.
Equally as important is where your guest’s eyes will look most of the time. In most cases it would be the stage. Focus on finishing all the features on the stage first and then move onto the rest of the venue.
- The Loading bay
Let your suppliers know where the loading bay is before the setup and what sizes they’ll be able to fit through. Doing this will ensure that your suppliers come prepared to the venue, saving you time and money on any possible problems that they might incur on the setup day.
- No overlaps
Try to avoid that two different supplier’s overlap on the same location. E.g. let the ceiling décor supplier setup before the chairs and tables are set out.
If time won’t allow it, then move both groups in spaces of thirds. As soon as the supplier moves from the first space, the other supplier can start.
- Double check arrival times with your suppliers
People mishear information over the phones all the time. Rather stick to an agreement on paper then a verbal one. This will ensure that your supplier sets up on time and prevents overlapping with other suppliers (As mentioned in point 3)
- Be clear on what your end-result should be
Communicating effectively with your supplier on exactly what you want the end-result to be will ensure that no big last minute changes would need to be made. Using a pen and paper to show someone what you’d like is the best way to plant the picture in their head.
Receiving a call from the gate at a venue and hearing that they can’t let a supplier in due to needed documentation is one of the most common time-wasters. Call your suppliers before setup day and let them know exactly what documentation is needed from them.
Certain venues won’t let an event go ahead without certain safety regulation papers in place. Make sure all of the documents are given to the right person far in advance to the setup day.
Finish the things that are absolutely essential to your event first, then you can move on to the riff raff later on. Prioritize all your tasks before the setup day starts. This will make you stay focused throughout the day, not wondering what you have to do next.