We’re often asked what we get up to on a daily basis, and the reply always depends on what is booked in the calendar for the next few weeks. In most cases, we’re getting ready for an event of one kind or another. The time spent discussing a potential event with a client and deciding on activities/services before arranging suppliers, equipment, staff and paperwork, is considerably more work than the event itself. Consistent attention to detail is crucial at every stage.
Whilst some of our newer, complex events take several months of planning, here we have given an example of what goes on at Your Great Escape, just a day or so before a typical team build event.
A couple of days pre-event, we contact our clients to confirm any last minute changes such as timings and participant numbers. This allows us to check instructor:participant ratios, and ensure that we have enough equipment. Once this is completed, the information is handed over to an event manager, who will start to get all the equipment together ready to be loaded onto transport. Generally speaking this includes checking out uniform for staff, an event manager (EM) “rescue box” which includes a megaphone, pens/paper, fire extinguisher, first aid kit, prizes/medals, accident/incident reports forms, risk assessments and insurance certificates. The EM’s rescue box is designed to include everything he/she might need on the day.
In addition to the above, there’s the inclusion of event gazebos, chairs, tables, poles and bunting, all of which create a comfortable and safe environment where participants can shelter from any inclement weather. We also include complimentary bottled water and sweets.
On the day, once on-site, our event manager will usually touch base with the venue and the client if they’re available before set-up. Then it’s a case of erecting gazebos and bunting before laying out the activity equipment itself. Set-up usually takes a couple of hours, and we always work to being set and ready one hour before the start time. This allows us to carry our pre-event checks, and run through any scoring methodologies with instructors before the group arrives.
Once the event has ended, it is paramount that all equipment is packed away correctly. As this is done, we carry out visual maintenance checks to identify if anything has sustained damage which needs to be repaired prior to the kit going out again. This is usually a fairly quick process, and more often than not we’re packed away within 1-2 hours. When the equipment returns to the office, we unload, the EM either undergoes a debrief, or completes an EM’s report form, so we can follow up with our client post event. Finally, we always request event feedback from our clients in order to improve wherever possible and maintain the best possible standards.
So there you have it… in a nutshell!
