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You need to accurately plan the car flows entering, exiting and circulating on the venue grounds. Make sure the vehicles circulate smoothly.
Remember, occasional and regulated queues to enter or exit the event are ok. Getting stuck among cars and endangering people, or other cars, is not ok.
Recommendations:
Your venue is a stage for C&C participants and their dream cars. Arrange the cars so as the get the most out of your supercar show! Here’s a few suggestions you can draw inspiration from.
Depending on access policy, place the accreditation desk strategically. In any case, make sure it is well visible, and leave space to orderly manage occasional queueing.
You want your guests to move comfortably and confidently around your event venue. Place signs to direct your guests through the venue and help them identify different spaces and services.
Make sure you have enough branded material to fully cover the venue. Plan an even distribution of flags, banners and roll ups (etc...), so as not to leave uncovered spots: your venue is supposed to say “Cars & Coffee” at a glance!
For Cars & Coffee print and set up material guidelines, click here.
Have you planned a speech during the event? Is your event taking place after dusk? Are you playing music or projecting video material?
Make sure you have all the technical equipment you need to fulfil your event plan successfully (e.g.: audio/mic system, outdoor lightning, video projector etc...).
In accordance to your event type, you will have to provide food and beverages to your guests. Be it a light and informal brunch/refreshment or a proper lunch/dinner, make sure your catering service satisfies all of your guests. You may rely on the venue catering service where provided; otherwise, search and pick a qualified catering service provider. Remember: after cars, food is what’s going to impress your guests’ overall appreciation of your event.
Personalize the venue with extra contents to the event. From entertainments to exhibitions, add a personal and cultural touch to the event. Especially on day-long exhibition, look to entertain and engage your audience to the fullest.
It’s many of us in the C&C family around the world, and we want to make sure each local event has its own identity and worthiness.
Choose your people wisely. Events are organic happenings, with several things going on at the same time, on as many levels. Hence, you’ll need a staff structured so as to manage effectively the whole lifecycle of the event. Depending on event size and complexity, each component of the team can play more than a single role or, reversely, there might be event aspects that need more than one supervisor.
Here are some essential roles to be covered at a Cars & Coffee events:
Your main responsibility is to have a full picture of the event. At events, you are the coordinator of your executive team and, as such, you need to know exactly what everyone is at. Make sure your instructions are clearly delivered and meticulously followed.
You are also responsible for the planning process and decision making, that is, all that’s been listed and explored above.
As lead organiser, always make sure you keep consistent and responsive contact with Cars & Coffee International, and do not hesitate to ask them for help and advice.
Finally, you are free to share your duties with an appointed co-organizer, just as long as all decisions are shared and approved.
You might decide to put an Event Manager in charge of all operational aspects. The event manager will have to develop your event plan, in practice. Event Manager will be responsible for event production, on-event logistics and management, and event post-production. Likewise, they will coordinate all teams working on events. In order for this role to perform well, you need to communicate your vision of the event effectively to your Event Manager, thus enabling them to have a clear operational guideline. Make sure you have constant feedback on event development.
This person’s main responsibility is to assure your C&C event a strong presence on online Media and Social Media, as well as on Press Media. This has a lot to do with pre -event marketing, communication and networking. This person will also have to coordinate and engage with media guests on event, so as to make sure they get the best experience of and access to the Cars & Coffee world. On this delicate task will depend your presence and reputation on third-part Media.
Additionally, this person will have to plan and manage the production of photo/video material of the event to upload on C&C Social Media pages and Platform, during post-production. About this, be sure you have a professional photographer and video maker documenting your event.
It is essential to schedule event set-up carefully: everything needs to be ready at guest arrival. The Logistic Team will be responsible for prepping up the location with set up and communication material. They will also be in charge of sponsored materials. Provide your Logistic Team with a set up plan indicating items and their positioning. The Team will also be responsible of dismantlement, once the event is over.
As mentioned earlier, you may want to have a team to regulate traffic and parking. They must have a precise notion of your event timetable and venue to accurately plan and coordinate car positioning and car circulation. Here is some general advice on the matter:
This team’s overall responsibility is to look after and lead your guests throughout the event. They will manage and oversee all areas of audience engagement, such as: accreditation, scheduled activities, info requests. This team will (also) include hostesses and/or stewards.
This person’s main responsibility is to implement sponsor activations as by contract. They will have to make sure that all offered benefits are fulfilled at event as agreed. It is crucial to keep a constant and responsive communication with sponsor representatives during production and post production, in order to run sponsored activations smoothly on event. The Sponsor Relation Manager is also expected to entertain relations with the sponsors on event, always bearing in mind that they are our clients: we want to earn their trust and keep them happy with us.
Make sure you are well informed on security and insurance requirements for your event and venue. Especially on public venues, it is often required to provide a security service by law.
In case of some locations, you might need a security team to guard secondary entrances so as to prevent unauthorized access to your event. Also, on exhibitions open to the public, a security service might be a useful support to the car logistics team.
From Meetings to Rallies, each event has its pre-defined program. Use our event program templates to produce a clear and standardized event schedule for your guests and staff to follow.
When registering to our events, all participants agree to and sign an event regulation. The regulation aims to guard us, as C&C, both on an insurance level and on a financial level. Here is an example of C&C event regulation. Read it carefully and notice us in case you want to personalize your regulation according to your specific needs and local circumstances.
In order to provide a ticketing service for Enthusiasts, you will have to resort to a ticketing platform. Our personal pick is Eventbrite: great service and reliability.
Lists are crucial tools for your event; you will need them to:
The reference items included in event lists can be variously selected and ordered, according to the specific function of a list. Following are some examples of list formats according to their respective use:
