Delivering your event

As an event organiser, your role is to ensure everything runs smoothly, attendees feel welcomed and informed, and any issues are handled promptly and professionally. Below are key responsibilities to keep in mind:

Arrive early and set up

• Ensure the venue is open and accessible.
• Oversee the setup of registration desks, signage, seating, AV equipment, catering, and any materials or handouts.
• Conduct a final walkthrough to check layout, lighting, sound, and safety.

Coordinate vendors and staff

• Confirm arrival and readiness of all external suppliers (e.g., catering, tech support, interpreters).
• Brief volunteers or staff on their roles, schedules, and key contact points.
• Ensure everyone knows the event timeline and escalation procedures.

Manage registration of attendees

• Greet guests warmly and manage check-in efficiently.
• Provide name badges, programmes, or welcome packs as needed.
• Be available to answer questions and direct attendees to sessions or facilities.

Oversee event schedule

• Keep sessions running on time and coordinate transitions between speakers or panels.
• Liaise with moderators, speakers, and facilitators to ensure they are prepared and supported.
• Monitor audience engagement and adjust logistics if needed (e.g., room temperature, seating).

Troubleshoot

• Be the first point of contact for any issues - technical, logistical, or attendee-related.
• Stay calm and solution-focused, using your team to help resolve problems quickly.
• Keep a contact list of key personnel (venue manager, AV technician, caterer, etc.) handy.

Maintain professional atmosphere

• Represent your organisation with professionalism and courtesy.
• Ensure the event environment is inclusive, respectful, and welcoming to all participants.
• Monitor for any accessibility needs or concerns.