Simply stated, event operations is detail management — the identification and execution of all functions that lead to a successful event.

Event/project managers who live by the three A's will produce successful events.

  • Attention to detail: The smallest item overlooked (water key, electrical adapter, batteries, extension cord) can cause a major delay of an activity, especially if the venue is not located near a store. It is important to remember that there will always be last-minute challenges and changes, and these are better met when all other details have been covered.
  • Assume nothing: This is a four-letter word to event managers and should never be spoken at planning meetings. Any staff or volunteer who has a job responsibility should never assume that someone else is "taking care of that" if it affects their particular area. Checking and double-checking will insure that all details are covered.
  • Anticipate problems: Every area of responsibility should have a Plan B. Medical personnel are onsite because those problems are anticipated, and a rain date is set for the same reason, so planners should look at every area and anticipate potential problems.

The foundation of effective pre-event operations is communication. Members of the local organizing committee (LOC) who are fully informed about details of the process then feel fully involved and will be more productive in their individual areas of responsibility.

There are a number of tools that the event manager should make available and that should be updated throughout the process:

1. Budget: While the budget need not be shared with all LOC members, it is really the most important guideline for organizing the event. The estimated revenues and expenses must be realistic in order to first determine the feasibility of doing the event, and they must be adhered to as much as possible.

2. Event and venue checklist: This detailed operations and logistics list should include every possible item needed at every area of the venue.

3. Staffing list: Keep complete contact information for every LOC member.

4. Organizing committee timeline: List the completion date of major projects, and the event manager should constantly monitor their progress.

5. Schedule of events: List all activities of the event, not just the competition start times (equipment deliveries, installation, gate openings, etc.)

6. Marketing plan: Detail how the event will be sold and promoted.

7. Venue map: This valuable tool for staff and volunteers provides a complete picture of where things are.

8. Event information sheet: This is great for internal communications, giving the LOC members the competition schedule, ticket prices, volunteer information, etc.

You know it's crunch time when the day arrives to set up the venue and make final preparations for the competition. A venue walk-through for the LOC and other key volunteers should be conducted before setup begins. This is followed by the timely delivery of equipment and supplies which are met by someone familiar with what they are and where they go.

Efficient event conduct means having the correct equipment in place at the correct time, and also to having accountability of the equipment (radios, etc.). A dependable crew is also important when it comes to major equipment setup (and tear-down).

Venue presentation needs to be completed before the gates open, meaning that every sign, banner and piece of equipment is properly placed and looking good. A multiday event also means that those banners need to be checked daily for sagging and tears.

Getting the competition started at the designated time sets the tone for the entire event. People are in place and ready for the gates to open, and officials are prepared to start the competition at the proper time.

The public address announcer can be most effective to this end through timely announcements that keep volunteers, coaches and athletes informed. A timely event means that support functions are also operating smoothly, such as athlete meals, transportation, parking and ceremonies.

The true measure of a successful event is the post-event clean-up. At the end of a long day or string of days, people just want to go home. The proper recovery of equipment is important from both a maintenance and a financial standpoint.

Borrowed or rented equipment that is lost must be paid for. Coolers, tents, signs and banners that are not properly cleaned and stored will likely have to be replaced next time around. A sloppy cleanup of the venue by volunteers could mean an expense passed on from venue management, not to mention any repairs for venue damage.

If this event is to be repeated, then an effective after-action summary is a must in order to make the next one even better. Be sure to solicit input from key volunteers and some participants and coaches.

An accurate financial summary will provide the first indication that this event should be repeated, or not. Finally, expressing the proper thanks to volunteers and sponsors is a big help for any upcoming event.

In short, effective event operations produces a memorable experience for participants, guests, staff and volunteers.