A big part of a successful event is well-managed people flow and clear
communications. Signage facilitates both of these goals. During the
process of the initial site walk through, create a chart to track the
signage needed for the event’s physical faculties; identify the
access flow-ways to event areas, the exits, parking access, washrooms,
facilities for the disabled, such as ramps, elevators, and washrooms,
and any other site features that may need clarification.
In conjunction with the marketing arm of the event, identify the signage
needed to promote the event’s sponsors. Clarify if sign size must
conform to contract specifics, based on the dollar value of sponsorage,
whether certain location placements have been guaranteed, etc.
Closer to the event, once the day’s agenda has been set, create
enough signage for any main entry points into the venue that clearly
show the location, hours, speaker name, type of event, etc. Post smaller
versions at elevator banks and stairways. Have some paper, glue sticks,
and markers on hand on the actual day in case a quick change needs to
be made.
Different locations present different challenges when it comes to displaying
signage. If a banner needs to be hung, are there suspension tracks already
in place? Will a ladder (or lift) be needed to get high enough? Do the
site’s union rules or insurance require that special staff do
the job and, if so, will they need to be booked in advance? Can pasteboard
and paper signs be taped to walls, or must they be displayed on easels
(if so, does the venue have easels, or must they be brought in)? Does
the venue limit where signs can be placed? The more these questions
have been clarified before the set-up time arrives, the happier everyone
will be.
It takes time to have signs and banners printed, so it is important
that they are designed and sent to the printer well before the last
minute. Have electronic back-ups of any important signage onsite (in
a printable PDF version). That way, if needed, signs can be quickly
printed at a local office copy store or at a digital print shop.
| Ottawa Conventions.com
Event Planning 101
Chapter 7: Registration & Arrival
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