Organizing large-scale events is no small feat. It requires meticulous planning, ruthless execution, and the ability to adapt to unexpected challenges.

In a recent video session, Allison Webb, Event Lead at Qualtrics, shared valuable insights on successfully managing large-scale events. Here’s a breakdown of the key strategies she discussed.

The deep planning phase

Strategic planning is the backbone of any successful event. As Allison emphasized, "There is deep planning that goes into a large-scale event," and productive meetings ensure the planning takes place efficiently. 

However, she warned against letting planned meetings overwhelm your schedule to the point where actual work suffers.

To avoid this:

• Create a super group: Align members from key functions on specific roles and responsibilities and have them collaborate regularly.
• Conduct optimized meetings: Hold weekly 1:1s with area leads to explore issues more deeply and bi-weekly meetings with the full cross-functional team to streamline communication.

This approach ensures that the right people are aligned and helps prevent burnout.

Efficient tools for project tracking

One often overlooked aspect of event planning is effective project tracking. Allison stressed the importance of tailoring tracking tools to the preferences of different team members. 

"I prefer my deadlines to be in a calendar view while others like it to be in a more grid view." 

The key is to allow for customization so that everyone can work in the format that suits them best.

Another tip she shared was ensuring all documentation lives in one place and is always up to date. Allison reflected on past experiences where lost or outdated data caused significant delays.

Key takeaways:

• Customizable tools: Use tools that allow team members to track tasks in the format that suits them best, whether it’s a calendar view, grid view, or another format.
• Automate what you can: Leverage tools like Asana or Google Sheets’ timeline view to automate tasks and reduce manual effort.
• Centralized documentation: Ensure all updated documentation is stored in a single, easily accessible location to avoid loss and duplication of efforts.

A guest-centric approach with on-site management

Once the event is underway, the focus shifts to on-site management. Allison shared a unique perspective:

"Consider people who have registered and come to attend your event as guests at your home."

If every team member is aligned with this mindset, it becomes easier for them to own their responsibilities and deliver the best possible event.

Ultimately, this helps create a more welcoming and hospitable environment, significantly enhancing the overall attendee experience.

Key takeaways:

• Adopt a guest-centric mindset: Treat attendees as guests to elevate your service level and attention to detail.
• Set clear roles and responsibilities: Before the event, clearly define roles and responsibilities to avoid confusion and ensure smooth operations.

Streamlined communication channels

Effective communication is vital to successfully navigating the chaos of a large-scale event. Allison highlighted the overwhelming nature of constant notifications through radios, phones, or text messages. 

To manage this, she suggests setting up clear communication channels and sticking to them. For example, using radios for large teams or setting up a dedicated WhatsApp group for smaller teams.

Key takeaways:

• Choose one communication channel: Whether a radio or a messaging app, stick to one primary channel to reduce noise.
• Create a communication cheat sheet: Provide a quick reference “cheat sheet” with key contacts and communication channels. Bonus points if it fits on a credential badge.
• Daily and nightly meetings: Schedule daily check-ins with smaller teams and nightly meetings with concerned leads to ensure everyone is aligned and ready for the next day.

Encourage ownership and support each other

One of the standout points Allison made was about the importance of fostering a sense of ownership among team members. 

She shared an anecdote about stepping in to help with a coat check issue at an event despite it not being her direct responsibility. She believes this "all hands on deck" mentality is essential for executing a successful event as a team.

“The phrase—that’s not my job—does not exist if you wish to run a successful on-site event.”

Key takeaways:

• Instill a sense of responsibility: Encourage a team-wide mindset that no task is too small or insignificant. Motivate them to find solutions to problems that can arise during the event.
• Support each other: Emphasize the importance of teamwork and helping one another, especially during high-pressure moments.
• Plan for chaos: Schedule important meetings well in advance and ensure they are non-negotiable, as unexpected challenges are inevitable.

Thriving in large-scale events requires more than just logistical know-how—it demands strategic planning, efficient tracking, effective communication, and a strong sense of teamwork. 

By following the insights shared by Allison Webb, event professionals can excel in delivering unforgettable on-site experiences.

Watch the complete video session for more insights.