Communication
Communication refers to the passing of information among those stakeholders involved in the planning and staging of the event. Within this constant flow of communication, information needs to be will-documented and filed for action. Standard operating procedures should be drafted. Depending on the magnitude of the event and the number of tasks, these documents will give guidance to the event team on what to do in any given situation. This should follow a systematic flow until the task compretion.
Stakeholder meetings with clear and strategic agendas are also key. Written actions to follow up should be dated along with those responsible and a critical time frame. Other notes can be added, such as the names of others involved and the resources needed. These minutes or notes of the meeting should be sent back to all the attendees for their approval or action. Email or video correspondence can be stored within a filing system, copied to others and marked for follow up. Text messaging is useful for short reminder notes and sending smaller picture or video files. The phone calls, although verbal, should be noted, with date and time. An email response to a phone call can be a useful way to keep track. Tecnologies such as Wi-Fi , notebook compuetrs and iPhones mean that event information can easily be stored and carried with the event team. Documents can be referred to quickly, attached and forwarded to others.