Executing the event

Before the event starts, look at the following aspects, if applicable: 

• Staffing:
  • Have a meeting with all staff involved, to make sure that everyone knows what to do, when. 
  • Have a contact list available with phone number to staff, security, catering company etc. 
    
    
• Go through the program:
  • All speakers and artists are in place well in advance for soundcheck.
  • All technology works as intended.
  • Click through Power Point Presentations and text video material.
    
    
• Welcoming guests: 
  • All equipment for checking in guest are charged, updated and tested
  • Check the doors, so they are programmed to open at the right time.
    
    
• Communication and signage: 
  • Digital screens are working
  • Direction signs and roll-ups are set up. There are approx five signage holders with A3-size available in the Atrium.
  • Program and table seating are printed, and placed conveniently, to be handed out. 
    
    
• Catering - food and beverages etc. 
  
  • Meet with Catering Supplier:
    • If table seating: Provide updated table map, with who is sitting where – inc. any special dietary requirements
    • Go through the Körschema and all other details together

• General practicalities:
  
  • Ensure the venue is in good shape (cleaned etc)
  • Check RSVPs to see if any drop-outs
  • All art works are up and running
  • Flowers are set up 
  • Candles are lit on the tables 

During the event: 

• Be available for unforseen happenings and questions from both suppliers, co-workers and guests. 
• Check that the event is running smoothly, and that suppliers and co-workers know what to do.