Event Guide: Before, During & After

Before arrival

• Event brief: About a week before the event you will receive an event brief with timings and any important information to note
• Logins: Along with the brief your logins will be updated so you can get access to the event.
• Timings: Depending on the event timings and the number of tablets at the event you will need to arrive to the event 1.5-2 hours before guests arrive to give ample time to set everything up.
• WhatsApp group: a group will be created with our team so you can contact us with any questions during the event.
• Tablets: In your brief it will be noted how you will receive the tablets (if the event has tablets) and where you need to send them after or if they will be collected

What to wear and bring

• Clothes: The dress code on events is all smart black – shirt, trousers and shoes. If an event has specific requirements, this will be noted in your brief.
• Laptop: Always bring your laptop and charger as this is required to run the Emma system on the night.
• Food: Food is not usually provided at events so make sure you eat before and take snacks with you if needed. If a client provides food, we will note it in your brief and check any dietary requirements with you.
• Positive attitude and smile: Remember that you are going to be representing Emma. Always have a positive attitude and smile when you talk to clients/guests.

On arrival

• Check in with organiser: When you arrive, check in with the organiser (say hi to them and introduce yourself, letting them know you are the Tech Manager from Emma) so they can show you where your table is for setup. Check with them if they are happy for you to send communications to the guests during the event, move auction items around on the list etc. 
• Communication during the event: Set up a WhatsApp group with organiser if needed so you can easily communicate and give them updates during the event.
• Tablet setup (if applicable): See the tablet setup guide here.  
• Team briefing: Brief the team onsite on how to use the tablets and confirm with them where they can find you in the night should they or the guests have any questions.

During the event

• Updates: Send updates to the client on the fundraising amounts (every 30-45 minutes)
• Tasks: Action tasks as and when necessary.
• Be proactive: Check with client on auction items without bids should they wish to reduce the start price or make any other amendments on the microsite.

After the event

• Auction close: once the auction closes or the event is over for the Emma team, collect the tablets (you can ask the volunteers to support you with this ahead of the close)
• Organiser: check in with the organiser, confirm the total amount raised and confirm that payment links have been sent/collected. Make sure they are happy and they don’t need anything further before you leave.
• Tablets: pack up the tablets and leave them at the confirmed spot / send them to the address on your brief.
• Emma Team: let the Emma team know how everything went, your feedback on the night (you can fill in a feedback from here) and if there is anything we need to follow up with the client the post-event.