Is it a coincidence that the word “execution” can mean the process of carrying out a plan and it can also mean…less pleasant things? But executing an event can happen with zero drama if you know what you’re doing and have a great plan. Obviously events, especially large ones, have multiple moving parts and rely on lots of people doing a variety of things well and on time. Not only is this doable, it’s infinitely manageable with the right tools.
An event manager is like an orchestra conductor. If the conductor has excellent musicians who have clear communication about what’s expected from their performance and comes prepared to lead with a thorough knowledge of the music, the performers, and the space, success is highly likely. Executing an event is just the same. At avad3 we seamlessly execute over 200 events a year nationwide! It takes a knowledgeable team of A/V/L experts to pull off an amazing event.

Photo by: avad3 Event Production, team unloads gear from truck outside of an event.
Planning & Staffing
Any event, including corporate events, starts with planning, months and sometimes even years out. There are lots of ways to go about this, but one efficient process is to consider the three main parts of planning:
1. Identify event needs What are the goals of the event? Are you trying to get people familiar with a new product? Engage employees? Train industry professionals? It’s much easier to plan when you have named and quantified the needs and goals.
2. Manage tasks You know there are a thousand things that have to happen for an event to get fully planned. Start a checklist on day one. Tons of event management apps and software programs exist to make this easy. In addition to putting items on the list, consider the people involved in the event and how you’ll collaborate with them throughout the planning process.
3. Staff the event At minimum you’ll likely need a small team to help you make the event happen but it’s often a much larger group consisting of vendors and event workers. This is your orchestra. Ensuring that you have an event staff that you can trust to do high quality work is essential.

Photo by: avad3 Event Production, team member conversation at Walmart Marketplace Seller Summit – Las Vegas NV.
Technology & Tools
Technology has long been a part of events, but its role is more integrated than ever. Every facet of not only the event, but also its planning and execution, can be enhanced by the newest tech tools.
Event Planning Software
If you’re a notebook and pencil planner you may be hesitant to embrace event planning software, but consider the advantages. Your budget, vendor info, and document storage can all be neatly organized in one dynamic space, always accessible by your laptop, tablet, or even your phone. You can allow multiple people access to view and/or edit so you can be notified of changes in real time and you don’t waste valuable planning minutes messaging updates to your team.
Event Apps
An event app can totally transform the attendee experience while it’s simplifying your job. Once participants have the app (easy enough to do with a QR code at check in or in pre-event communication) they can access itineraries, speaker info, registration forms, space layouts and more all in one place and all at the same time. You will be able to make last minute additions or corrections and push out the latest info to everyone easily. There are even features like real time polling, Q and A entry, and lead captures that will truly enhance the event experience for everyone.
Event Technology
When you’re planning the event content, talk with your production company to find out what options exist for incorporating the latest technology. Dynamic LED screens can replace signs; live streaming can greatly increase your participation options. New tech is constantly available and can often make your job easier while making an event more exciting and buzzworthy.