It was a great honor for me to be part of the steering team organizing the Alumni Social event in Shenzhen, collaborating with overseas university alumni leaders in Shenzhen. I worked on the Materials Team, primarily responsible for the design and production of posters, venue settings, and sign-in accessories.
A Crucial Lesson: The most significant lesson I learned is that “the flow of guests (participants) entering the venue” is paramount in venue and event planning. Guiding guests seamlessly into the venue as planned is key to ensuring the best possible experience.
I must admit that in my original planning, due to a lack of experience with such large-scale events, I didn’t take into account the flow of movement and the continuity of the guest experience.
However, as an IT engineering project manager, I applied the following principles that I often use or require of myself:
/ Listen to feedback from on-site workers, as they possess invaluable insights into operations and potential issues at the venue.
/ Arrive early to identify and address any problems promptly.
/ Coordinate effectively with collaborating teams.
Fortunately, on the morning of the event:
/ I received a reminder from a lighting expert not to allow guests to backtrack.
/ The event director, Xiuya, pointed out that the lantern riddle area was placed too far away, disrupting the flow (this reminded me of the importance of a continuous experience).
/ I also noticed the attractive HSBC booth and the two hostesses in traditional attire. I rearranged the HSBC booth to connect with the lantern riddle wall.
As a result, just in time for the event, I was able to make crucial adjustments, transforming the entry route into a pathway that flowed seamlessly from the sign-in desk, to the backdrop area (for photos), the Mid-Autumn Festival mooncake booth, the lantern riddle area (games), the sponsor area, and finally, a frontal view of the entire venue and the main stage upon entrance.
#LboroFamily #LboroShenzhen #LboroChina
