Be Prepared on the Event Day

Event day has arrived. With all of the advanced planning you’ve done you should be well prepared to troubleshoot any last minutes issues. Here are a few reminders:

  • Arrive early
  • Bring the logistical outline, production schedule, instructions, directions, banquet orders, rental orders, seating charts, name tags, table assignments and guest lists
  • Bring the event supplies box - See Related Information
  • Bring your contact sheet with names, department/vendor, and (cell) phone numbers
  • Check all facilities including restrooms and grounds
  • Set up event venue with place cards, signs, favors, awards, etc.
  • Conduct sound and equipment checks
  • Place printed programs
  • Confirm venue/stage set-up
    1. Water for speakers at lectern
    2. Flags in place Reserved signs on chairs
    3. Check for obstructed views
    4. Check rental order for proper placement of all rentals and décor
    5. Confirm all audio-visual cords and wires are taped down
    6. Check for pedestrian hazards (water on floor, loose carpeting, etc.)
  • Brief your volunteers
  • Greet your key guests, program participants and host
  • Set up registration. Be sure it is ready no later than 30 minutes prior to the start of your event.
  • Follow your production schedule
  • Memorize the UCPD Dispatch number (310) 825-1491
  • Relax and smile