The Benefits of Early Setup For Events

Pre-event setup is something that is only offered at select venues. The first time I was offered a pre-event setup, I took advantage but wondered if it was counter-productive to spend an afternoon setting up when I could simply do it all in one go the next day. But I was also selfishly thinking how nice it would be to get that extra hour of sleep in the morning!

It was not until the day after the event that I was able to reflect upon the success of it, realizing that a large amount of that success was due to the simple decision to take the venue up on their offer of early set up. There are so many benefits to setting up early (aside from the extra hour of sleep, which is always a plus in my book) that I now ask if it is offered for every event I participate in.

Case the Joint

The first and most obvious plus that lies within an early set up is an overall "casing" of the venue. This is the perfect opportunity to address any needs you may have before the day of the event. For example, if it is an exhibit type of event that you are participating in, you might notice the need for a booth that has access to an electrical outlet and get this addressed up front as opposed to scrambling the next morning.

Get to Know Your Neighbors

In an exhibit setting, the day-before setup also allows you to survey your neighboring vendors and evaluate the types of businesses that surround you. This would also be an opportune time for potential networking among other professionals setting up themselves. Compared to the bustle of the event, the relaxed atmosphere of the day-before setup might actually work to your advantage in your networking attempts.

More Prep Time

Early setup also gives you the advantage of being more prepared, as you can survey the space and your supplies and address any inconsistencies or missed opportunities. The opportunity to have a "second chance" at the once-over of the event is a beautiful thing that should not be missed.

The next time you are planning an event or meeting, be sure to ask if day-before setup is available. I can say with 100% confidence, you will not be sorry. Not only will you be more relaxed knowing what to expect, but you'll also get that extra hour of sleep!

If you happen to come across a venue that does not offer this benefit, I have found that the best way to get them to hop on the bandwagon is by suggesting it on the venue's evaluation survey that is almost always offered at that the conclusion of an event. Go ahead and enlist the help of other professionals in requesting it, especially on such forms or by emailing the suggestion to the event coordinator. Odds are, if they realize businesses are asking for it, they will oblige. The hope is that eventually, the opportunity to setup early will be the norm in event planning.