Throwing a Stress Free PR Event: Wristbands & Other Helpful Tips

When youâ??re throwing a big PR event, no doubt there are a million things on your to do list. While most seasoned event planners have a general outline to follow, there are several tips that can make the process seem a little less stressful. If you want to please your client, you need the event to go off without a hitch. This means that all guests will be able to enter easily and quickly, and if you can do anything at a discounted price, go for it.

Security is the top priority for any PR event. Itâ??s incredibly important guests be able to enter the event quickly and not wait in line. The best and cheapest way to reinforce your security is with wristbands. Itâ??s cheap and efficient to mail out wristbands with every invitation. That way, instead of undergoing the time consuming process of checking IDs and crossing names off a never ending list, you can easily see the wristbands on the guestâ??s arm and quickly let them pass through security. Custom wristbands are also a great way to go when throwing a PR event. They not only brand the event itself, as you can customize wristbands with logos, website address, and pictures, but itâ??s also a very inexpensive way to ensure crowd control. Spending the extra money for customized wristbands will more than pay off when guests are happy and can quickly and easily enter the event.

Youâ??re next priority should be a scheduled meeting with your entire staff a day or two before the event. When throwing a large event with several members on staff, lots of things can get lost through miscommunications. Set up a meeting to go through the day and make sure everyone is on the same page. From the caterer to valet, a representative person for each team should be at the meeting and an outline for the day should be addressed. Communication is key when delegating responsibilities, as one groupâ??s actions drastically affect anotherâ??s. For example, if your valet is running behind and itâ??s taking longer to seat people than expected, the caterer and staff need to be notified to not start setting place settings. Basically, youâ??ll need to consider logistics. How does one teamâ??s actions tie to another, and what will the necessary plan of action be should any team fall behind or ahead of schedule.

Have a backup plan. While this is easier said than done, itâ??s going to be the best way to go. While there are some things too expensive to have backups for like catering and locations, others should be simpler. As previously mentioned, if you are worried about security and canâ??t afford extra staff, wristbands are an excellent dual action or backup plan. Additionally, have another valet service on call in case your current staff needs the extra help. Also, if you have a guest speaker, contact another suitable candidate just in case. Often, guest speakers can get sick, run late or encounter any number of last minute deterrenceâ??s. Donâ??t let the entire evening be contingent upon one person or group of staff members.  Have as many backups in place that are affordable and make sense.

While these are just a few tips for any event planner, they should be of benefit to you regardless of the type of event youâ??re throwing. No matter how large or small, no matter what the clientele, these tips will surely lessen the stress of the day. After all, a stress free event means a happy client.