Event day and post-event responsibilities

Event day checklist

• The person in charge who has the authority to make any decision, if necessary
• Persons in charge of other areas of responsibility
• Essential contact persons for all workers/volunteers, including phone numbers to reach them on the day of the event
• e.g. for the stage manager, phone numbers of all performers/their agents; contact information of the head of the security stewards, the first aid crew and for all premises that may be locked
• Social media: who is in charge of updating social media channels on the day of the event?
• Still/video photography
• Reception of performers/participants/workers and volunteers/guests
• Backstage area, spectator areas, waiting rooms, press rooms -> are the facilities ready, are they clean and tidy, ensure signage and direction to them
• Distribution of area passes/wristbands to workers, security stewards, technical staff, performers, etc. Provide colour-coded passes/wristbands, if necessary.
• Structure checks
• Soundchecks (between 7 am and 8 pm, preferably during daytime)
• Technical tests (e.g. lights, projectors, computers)
• Reception of emergency service representatives and participation in the audit
• Shifts, lunch breaks and toilet breaks for staff members
• Clothing for staff according to the weather
• Setting up, equipping and staffing an info desk
• Lost and found: arrange for a locked storage for lost and found items
• First aid kit and extinguishing equipment
• Briefing for security stewards
• Mobile phones/walkie-talkies
• Who switches on the electricity and/or unlocks electrical cabinets? Is it necessary to turn on water/heating/air conditioning?

What to bring with you on event day?

The type of equipment you need depends on your event. Here is a short list of things we have found useful at most events.

Important items to remember:

• Event permits and licences for inspection;
• Venue map;
• All necessary keys (electrical cabinet, backstage area, info booth, etc.);
• Cable ties, insulating tape, riveting gun and rivets;
• Marker pens, pens and pencils, paper, cardboard;
• Rubbish bags, towels, kitchen roll;
• Rain cape, sunglasses, water bottle, packed meal (production team may not have time to take a lunch break).

Post-event responsibilities

Disassembly and cleaning up

The event organiser’s work continues after the event is over. It is the event organiser’s responsibility to make sure that the venue is cleared and cleaned up, the structures are disassembled, and all rented and borrowed equipment is returned. People responsible for the disassembly and the schedule for it must be agreed upon in good time before the event.

Documentation

In the case of recurring events, it is particularly important to record what was done, what went well and what could be improved the next time during and after the event. This will make the work a lot easier the following year, particularly if the personnel changes before the next event is organised.

Evaluation and feedback

After the event, it is time to evaluate its success. Consider what went well and what could be improved. Suitable tools for carrying out the evaluation include a feedback survey and an evaluation meeting. When planning the event, it is good to agree on a schedule for the evaluation, the target group for the feedback survey, and the means of asking for feedback. Analyse and go through the feedback in an evaluation meeting. All parties involved in the organisation of the event, including partners and authorities, if necessary, should participate in the meeting.

Post-event marketing and thanks

Event organisers should always remember post-event marketing as well. Thank your partners and volunteers via email, for example, and the participants and guests using your social media channels and website. This is also a great opportunity to advertise your next event.

Reporting

If the event received grants or public financing, it has the responsibility to report on the event and its finances afterwards.