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The perfect event script for your event
You are busy preparing for your event. Everything has to be arranged. How should that go during the event? To avoid these problems, drawing up a detailed scenario is a must. You should see a script as a tool. The script allows you to prepare perfectly for your event and the event itself will run smoothly. You never know exactly how an event will go, but you can make a lot of preparations. But what exactly does a good scenario look like? You read it in this blog.
What does a script consist of?The script contains three chapters:
- General Section
- Overview of tasks and actions (who, what, where)
- Household information + list of supplies and materials
1. General section
The general part of the scenario consists of the contact details of all employees and suppliers involved in the event. Include the names, addresses, contact persons and telephone numbers. Make sure the list is complete so that you can contact the relevant people immediately in the event of an emergency.
Also include the core program of the event in the general section. Show here the important parts with start and end times and the place where they take place.
2. Overview of tasks and actions (who, what, where)This part of the scenario is nothing more than a logical summary of all the facts and agreements that have been made for your event. State the following points:
- Activity/program element
The program of your event is the common thread of your script. List all the facts in as much detail as possible. Do not forget to also mention the set-up and breakdown of the event. After all, your event stands or falls with a good, detailed script; so take your time with this.
Create your scenario for each supplier. Include points such as accommodation requirements for a location, maps, delivery routes and opening hours for stand builders, furniture suppliers and AV suppliers, etc.
3. Administrative announcements + list of supplies and materials
The script is almost ready. This section of the scenario is processed in the appendices. This includes information that is specially tailored to maps, house rules, directions, instructions for use and lists of materials. Start preparing these lists early and keep these lists up-to-date throughout the event preparation process.
The process towards the event
Make sure your playbook is always up-to-date! If changes take place in the program, adjust them immediately in your script. In this way, everyone remains exactly informed about their tasks and you prevent surprises during the event.
Scenario as a communication piece
The script is the most important communication piece before and during your event. Make sure the scenario is clear and understandable for everyone. The content should be informative and concise so that everyone can enjoy working with it. When you need information about the event quickly, the scenario should serve perfectly as reference work.
Communicate about your event script
Also, make sure that everyone involved in the event is in possession of the script. Send this at least 5 working days before the start of the event. This way everyone has time to thoroughly go through the scenario and changes can still be made in response to feedback. Make sure you also have some printed versions during the event, so that you can always refer to them.
Are you planning to organize an event? Then do this well prepared! A script is indispensable as you will understand later. The use ensures that you will not forget any practical matters. You keep the overview and control. You need a different scenario for each type of event. Everything is coming at you, but luckily you work orderly!
Bano takes your event to a higher level
Are you afraid that you will forget to include something in your script, which may mean that you will be faced with unforeseen surprises? Hand it over and let the Bano specialists put together a perfect scenario for your event, worked out down to the last detail. This way Bano takes your event to a higher level and there will be no unpleasant surprises in the process prior to the event and during the event. Would you like more information and are you curious about the possibilities? Then contact us without obligation. Our specialists are happy to provide you with the necessary information and are happy to discuss the possibilities.
Erwin Balkema owner of Bano Can we also help you realize a successful event or exhibition participation online or hybrid? Bano Event Technology