1. Establish a go-to form of communication with your event staff
Whether it’s with walkie talkies (our least favorite method), in-person syncs, group texts, or Slack (our favorite method), your first priority should always be to decide which communication channel you and your staff will be using on-site.
But keep in mind: when talking to your event team, things not only have to move quickly, they also have to be under the radar. Because no one wants to be that person speaking into a walkie talkie at the front door about a security mishap inside of the event (awkward!).
Our recommended type of on-site communication is Slack (before and during the event). Not only does it offer a single place for communication, and utilizes a tool your team already uses on a daily basis, you can also set up different channels – like, one for people on door duty or one for emergencies – so that communication isn’t just instant, it’s organized, too.
Pro tip: if you plan to stick to group texts, be sure you have everyone’s phone numbers ahead of time so you’re not trying to figure out how to reach someone during crunch time.
2. Always be in contact with the door
If there’s place where you never want to underestimate communication, it’s at the door. You should always, and I mean always, be in contact with the team that’s running the door at your event.
This will make it easier for you to quickly solve any issues (and there are always issues) as guests arrive. And, it’s important for your door staff to be communicating with your team inside the venue for capacity purposes (hello fire marshall).
Pro tip: did you know that you can check people out of your event in our Host App? This can help you gauge capacity numbers, but also, provide better event engagement metrics in your reporting.
3. Connect your sales team to prospects faster
No one likes walking into an event without feeling welcomed. The instant an important guest walks through the door, your sales team should be right by their side, greeting them with their favorite drink.
So, how do you make sure your team knows who’s at your event? Here are three ways we love to do it at Splash: