Every event you are involved with will be quite different; however by consistently following your own rules of executions in preparing for them, life will be easier to live. How do you make up this list of guidelines? Listening to what others have done before you combined with some of your own trial and error experiences will be a start.
Take the time to make notes of the similarities of each event you participate in. Look for things like cut off date or final registration date. When is payment due – prior to the event with their registration or at the event? The type and style of the event information package as well as the participant show packages that will be distributed. Online or manual entry systems and who will man this area. The need to distribute compiled information. On site presence requirements as well as after event duties. Any ticket or product sales and how these are dealt with. Are participants permitted to make changes after submitting their registration?
Each of these categories is important in their own right; however, they may not be important at each and every event you are involved with. Meet with the stakeholders early in the process to determine the importance of some areas versus others. Once you get their input on these topics, and more, it will become clear why there is a need to be conscious and consistent about such things.
- Cut of date and how payments will be collected are both critical areas in how the stakeholder will finalize the event; look after prepayment or deposits of equipment and calculating payouts or prizes.
- Event Information Package – This is where the rules are spelled out. All information pertaining to participating in the event should be provided in this package.
- Show Package – This package contains the so-called final information and scheduling about what is going to happen at the event.
- Equipment – Everything from walkie-talkies and computers to live animals (a.k.a. stock) needs to be in place prior to the event going live. Disasters can happen if arranging for and booking one piece of the equipment has not been put in place in the planning.
- Entry System – Online, telephone call in and mail in of registration are the norm. A good entry system, regardless of the method, must adhere to the rules that have been set up and distributed in the entry package.
- Distribution of Information, On Site Presence and After Event Involvement – Registration secretaries often double as show secretaries. Be prepared to be involved prior, during and after. Some instances may require information to be given to others to do during the event. Visit with the stakeholders to clarify what is expected of the position at all times.
- Ticket and Product Sales – These items contribute to revenue and provide information directed at quantities required for specific areas such as seating capacity, crowd control or how many product items are needed to fill orders.
These are only a few of the required areas that need consideration for a career as an entry-registration secretary or show secretary-office manager is to be successful. After you have managed several events the rules or guidelines will start to fall into place and the parameters by which you will become successful will start to flow.