During the high season, the pace of event and media production companies increases dramatically. For example, in the period between January and July 2024, we’ve witnessed a 114% increase in crew scheduled for projects!
Sure, these periods promise higher revenues, but it’s also loaded with challenges, especially when it comes to keeping everyone on the same page. Missteps in communication can lead to expensive errors that hit where it hurts—the bottom line.
That’s exactly why we’ve pulled together a hit list of the top challenges event crews face today, plus the best practices that have worked for us.
Current communication challenges
When it comes to communicating practical business, event crew often end up relying on manual processes for updates, which can lead to several issues:
Packing errors: Packing errors are a common, yet avoidable issue that can significantly impact the budget and success of an event. For instance, if crucial AV equipment is mistakenly left behind due to a miscommunication or an outdated packing list, the consequences can be painfully costly. The event team might need to source the missing equipment from a local vendor at the last minute (which often asks a premium price for urgency and short-term use). And in an even worse case scenario: If the equipment is specific and not readily available locally, the team might have to get extra transportation costs to ship it from a complete different location.
Crew scheduling issues: To communicate, teams often turn to platforms like WhatsApp or Slack. And while these tools are great for instant messaging, they may not be the best at handling the complexities of scheduling or tracking the comprehensive details of crew tasks. This can lead to information being scattered across multiple conversations, making it difficult to get a clear overview of crew availability and responsibilities. As a result, important updates can be easily missed or misunderstood, which further complicates the coordination efforts and increases the likelihood of scheduling conflicts or staffing shortages at critical times.
Delays and last-minute changes: We know, delays and last-minute changes are inevitable in event planning. But without the right communication tools, these adjustments can lead to very unpleasant and unexpected financial problems. For example, if a keynote speaker's flight is delayed and the information isn’t quickly communicated to all parties, the event schedule may have to be rearranged at the last minute. This could involve extending the rental period for the venue or paying staff overtime - both of which increase costs unexpectedly. Likewise, last-minute changes in event layout or guest numbers can require additional resources or materials that were not budgeted for. Without quick and clear communication, these changes can lead to rushed decisions and costly solutions.
We could come up with a thousand more challenges, but to save yourself some time (and therefore money), let’s dive into the strategies you can apply today for more efficient crew communication.
5 Best practices to eliminate communication mistakes and reduce costs
Before we dive into the best digital solution that addresses all of these challenges, we advise you to refine these manual processes first:
#1 Cross-functional teams
Set up teams that include members from logistics, technical support, and administration to improve event management. This quick and clear communication among team members will help to prevent misunderstandings and avoids the rush of last-minute adjustments. For instance, when your logistics team works closely with tech support, they can quickly resolve issues like a sudden need for additional audio equipment, ensuring everything is in place before the event starts.
#2 Use detailed checklists and digital packing lists
To avoid packing errors, utilize digital packing lists that can be updated in real-time and shared with everyone. These lists should include detailed descriptions and images of the items needed, ensuring that nothing is overlooked. By using a digital format, you can easily track what has been packed and what still needs attention, which significantly reduces the chances of leaving crucial equipment behind.
#3 Optimize shift handovers
Ensure that every shift change is seamless. Implement a handover checklist that includes equipment status, ongoing tasks, and immediate concerns. For example, during a music festival, the evening shift can use the checklist to verify that all lighting equipment is functioning before the night performances begin, ensuring no disruption in event continuity.
#4 Develop a culture of open communication
Encourage your team to speak up and share their insights. Set up a system where team leaders are accessible, and regular feedback sessions are the norm. For example, after a large conference, hold a debrief session where every team can discuss what went well and what didn’t. This practice helps you catch and address issues early, strengthening your team's ability to perform flawlessly at future events.
#5 Maintain a Backup Crew Roster
Develop a robust backup system with trained personnel ready to fill in as needed. If your main sound engineer calls in sick at the last minute during a corporate event, having a skilled backup can save the day without incurring rush fees for external hires. This preparedness not only reduces stress but also controls costs effectively on a long-term basis.
Step up your game with just one smart tool
While traditional methods lay a solid foundation, digital tools like Rentman enhance communication by providing real-time updates, automated scheduling, and extensive project management features. Our software ensures every team member is updated, aligned, and ready, which further reduces the chance of costly mistakes.
In the end, an effective and all-round preparation before the high season not only saves money but also guarantees smoother, more enjoyable events - for both you and the crew!