October 03, 2023
By Maggie Lancashire

Event planners tend to try and do it all when it comes to executing their perfect event vision; however, on-site event support is critical to ensuring success. Especially if more than 100 attendees are expected, having dedicated staff and technology available to help with last-minute issues or requests onsite will bring you peace of mind if any technical or logistical issues arise.

Having on-site support also allows you to focus on other important aspects of your event, such as networking with attendees or delivering a keynote speech. In this blog, we'll dive into the importance of on-site event support and how it can make or break your event's success.

Benefits of On-Site Support at Events

Event planners are known for their multitasking abilities. They juggle multiple responsibilities, from selecting the perfect venue to creating a seamless event flow. They are responsible for coordinating with vendors, managing timelines, and ensuring that every aspect of the event runs smoothly. However, in their efforts to do it all, they may overlook the importance of on-site event support.

On-site support services can provide numerous benefits for event planners and attendees alike. For event planners, on-site support can help streamline logistics, ensuring everything runs smoothly and according to plan. This can help reduce stress and allow planners to focus on other aspects of the event.

For attendees, on-site support can provide a more seamless and enjoyable experience, from personalized assistance to emergency management services. Additionally, on-site support can help ensure the safety and security of all attendees, which is crucial for any successful event.

Ultimately, investing in on-site support services can help ensure that your event is a success, leaving a positive and lasting impression on all those who attend.

Onsite Event Support Check-In Cvent CONNECT 2023

Types of On-Site Event Support Vendors

A smooth and successful in-person event needs the right vendors to make the magic happen. Vendors can provide a range of services, from technical support to logistics management.

For example, some vendors specialize in providing audio-visual support, ensuring that all technical aspects of the event run smoothly. Others offer staffing services, providing trained personnel to assist with registration, coat check, and other logistical needs.

Still, others specialize in providing emergency management services, such as medical support or crowd control. Whatever the needs of your event, there is likely an on-site event support vendor that can provide the services you require.

When planning your next event, it's important to consider a variety of on-site support services that can help ensure the success of your event, from providing personalized assistance to managing logistics and security.

On-Site Support Services to Consider for Your Next Event:

  • Concierge Services: A service that can provide attendees with personalized assistance, such as restaurant recommendations or transportation arrangements.
  • General Service Contractors: Companies that provide a range of event-related services, including on-site support, such as event setup, teardown, and logistics management.
  • Independent Service Contractors: Individuals or small businesses that provide specialized services, such as lighting or sound design, and can also provide on-site support to ensure that their services are executed flawlessly.
  • Planning Staff: Professionals who work closely with event planners to coordinate all aspects of an event, from logistics to vendor management, and can also provide on-site support to ensure that everything runs smoothly.
  • Project Management: Involves overseeing the planning, execution, and monitoring of a project, such as an event, to ensure that it is completed on time, within budget, and to the satisfaction of all stakeholders.
  • Security: A crucial aspect of event planning and involves ensuring the safety and well-being of attendees, as well as protecting the event and its assets from potential threats or disruptions.
  • Sourcing: The process of identifying and selecting vendors, suppliers, and venues for an event. This involves evaluating capabilities, negotiating contracts, and managing relationships to ensure that vendors deliver quality products and services on time and within budget.
  • Staffing: Involves recruiting, hiring, training, and managing personnel for an event, including event staff, security personnel, and vendors, to ensure that everyone is properly trained and equipped to deliver high-quality services and support.

Not sure where to start your search for the right vendor for all your needs? Vendor Marketplace has got you covered!

Improve Your On-Site Experience with Event Tech

Executing your event can be stressful – especially if you're not equipped with the right tools. From ensuring your attendees arrive on time to tracking their engagement with your brand, there are many variables to manage with many moving parts.

Onsite Event Support Badging Cvent CONNECT 2023

Fortunately, onsite event technology has made it easier to streamline the event planning process. With an all-in-one event management software like Cvent OnArrival, you can eliminate onsite chaos and gain valuable insights into attendee behavior.

Here are a few key features you should look for in your onsite event tech to help your events succeed:

  • Attendee tracking using digital touchpoints throughout your events: Using digital touchpoints, you can seamlessly monitor and analyze attendee engagement throughout your event, providing planners, marketers, and sales teams with valuable insights.
  • Onsite check-in: Your onsite support tech should provide a seamless and efficient check-in process, reducing wait times and enhancing the overall attendee experience.
  • On-demand badge printing: With an on-demand event badge printing feature, planners can quickly and easily produce high-quality event badges onsite, reducing the need for manual printing and cutting down on long check-in lines.
  • Walk-in registrations: Walk-in registration should be just as quick and easy as pre-registered check-ins – and it can be!
  • Real-time reporting: Your onsite event software should give you instant access to critical event data, allowing you to make data-driven decisions and improve the attendee experience on the spot.
  • Securely collect payments: A secure payment collection feature is a must – it ensures all transactions are safe and secure, providing peace of mind for both planners and attendees.

The Power of Maximizing Digital Touchpoints at Your Events

Tracking digital touchpoints during an event can provide a wealth of information for event planners, allowing them to gain insights into attendee behavior and preferences. These touchpoints can include interactions with mobile apps, kiosks, digital displays, and other digital devices.

By leveraging an onsite event solution, planners can track these interactions to learn which activities are most popular, which vendors or sponsors are receiving the most engagement, and which areas of the event venue are the busiest. This information can be used to optimize the event experience, make data-driven decisions, and improve future events.

Additionally, tracking digital touchpoints can help personalize the event experience for individual attendees by sending targeted messages or offers based on their preferences. Overall, tracking digital touchpoints is a valuable tool for event planners looking to create a more successful and engaging event.

Choosing the Right On-Site Support for Your Event

On-site event support is crucial to running smooth, successful in-person events. The larger the event, the more complex the logistics, and the greater the need for dedicated staff to handle unexpected issues.

Technical glitches, last-minute changes, and unforeseen emergencies can arise at any moment, and having on-site support can help ensure these challenges are addressed quickly and efficiently. Without dedicated on-site support, event planners may find themselves stretched thin and unable to address all the needs of their attendees.

Whether you’re looking to partner with on-site support vendors and staff or want to leverage event tech for your on-site needs, we’ve got you covered!

Maggie Lancashire

Maggie Lancashire joined Cvent in 2018 following the Social Tables acquisition and has since become a valuable member of the team. With years of experience working in client services, Maggie is well-versed in the needs of event planners who utilize Cvent technology to strategically plan their meetings and events. Maggie's passion for the events industry led her to transfer to Product Marketing, where she could put her extensive knowledge of Cvent's products and services to use. She loves collaborating with customers and colleagues to develop effective marketing strategies that drive business growth. Maggie understands the significance that event technology brings in our ever-changing environment and believes it plays a vital role in the success of any event.

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