So I went to an event over the weekend, and frankly it was a 100% absolute shit show. No lie, it was packed to the gills with fail.
And there wasn’t any reason for it, other than poor planning. Like I said, events are easy.
In no particular order, here’s a few pointers to make sure your event rocks.
- Have an ID checking line? don’t have vendors checking IDs, have them looking for marks and/or wrist bands. It slows everything down needlessly and pisses off everyone. Why did i wait 30+ minutes in this line if i could have waited 30+ minutes AND ended up with a beer!
- Prepare vendors, make them aware of expected attendance, even if it’s a wild assed guess. Overage is never fun, but it’s better than shortage. Donate it, give it away free the last 30 minutes, whatever you want to do, but running out of your product in the first 40 minutes of a 6 hour event…. big fail, and 100% avoidable. I will never give my money to that vendor now.
- Free events are hard to gauge expected attendance. Add in weather, location, etc. It’s tough. Guess high. An event in a public park? An event with an active user base? Guess high. Have an RSVP list, use it as a gauge and bump by several factors (depending on when you cut it off, or whatever makes it “stop”).
- Is the event largely to move something of yours? Have enough of them!!! My main reason for going to this event (Other than being supportive of a cool sounding event, and the people who organized it) was to get a certain product that was advertised as “Come here and get it at the pre-sale price” and by the time I found the booth (Still in the first hour the event was open) the product was gone, sold out, but I could put my name on a list in case they get more, or i could not give my money or support to you ever again.
- Having food trucks? Have more. Food trucks are tough. Pick trucks that can move food fast, and have as many as possible. Prepare them for attendance, then remind them every time you communicate with them so that they don’t forget or ignore you. This event had four (That I recall), and each (remember this is the first hour of a six hour event) had a line almost 100 people long… in 40 minutes.. wonder how long the food lasted?
I had RSVP’ed online which entitled me to my first beer bring free. I spent about 20 minutes in line to get my ID checked, after asking those around me what the line was for, and sending my wife up to the front to investigate. Then another 15 to get my Beer ticket. I couldn’t buy more beer tickets from this booth, it was just to get my beer ticket, so my wife was going to have to wait in the beer ticket line which looked at least as long as the ID check line. We walked to the beer tents, those lines were each about 70+ maybe 100 people and was also checking IDs. I opted to not have my free beer, then we walked the row of booths on one side, first one that looked like tasty food, “Sorry guys, we’re sold out”, Oh ok, weird this thing just opened. Get to the food trucks, hundreds of people in lines. We’ll eat later. Head to find the thing I want to buy, almost can’t find it (there was a tent with hair dressers and shit in it, and when we shoulder our way to the booth, “Oh sorry, all sold out”
Next year it won’t be on my calendar, I certainly won’t recommend it to others. Totally avoidable.