By Heather Jones, Wente Vineyards
Working multiple events on the same day can be an overwhelming concept to even the most experienced of event professionals. Ultimately, this scenario comes with a lot of moving pieces – there’s no way around that. Whether you run a venue, a planning company, or other large-scale event services company, taking on multiple events on the same day can be advantageous when it comes to the bottom line, but the effort nearly doubles to guarantee that each is treated with the same level of professionalism and detail.
At our property, we have several venues available for weddings and special events and we often find that we’ll have multiple celebrations onsite on one day. So, the question is – how do you manage the logistics of numerous events and ensure that each and every one goes off without a hitch?
Assign points of contact
Rather than trying to balance the changing needs of every event, designate a point of contact for every event so you have a single person in charge of each. This not only helps to ensure that your team is focused on meeting the clients’ individual preferences, but it also makes it easier for you to get concise status reports leading up to the event and on the event day itself.
Have a solid communication plan
While communication is key for any event, it is especially crucial when you are balancing several on one day. For each event, be sure to have a one-sheet with all relevant contact information, including but not limited to that of the client, your point of contact, your own, and the whole team of vendors. Keep a copy of each on hand for yourself, and disseminate it to everyone involved to ensure that anyone can be reached in case of emergency.
Schedule a team meeting
Staff meetings are an important step to guaranteeing that everyone is on the same page. Gather your team and walk through all of the logistics prior to the busy event day, covering everything from timelines for each event to where the guests will park and how to confirm they are guided to the right space.
Staying organized is the best way to ensure that each and every client is satisfied and provided with a unique experience. With these tips, you can be sure that your team will deliver only the best level of service to meet your company standards.
Heather Jones is the Catering Sales Director for Wente Vineyards, a family-owned property that is home to a winery and vineyards, a golf course, restaurant, and a handful of unique facilities for hosting weddings and special events.