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19 Sep 2019

How to ensure your event runs smoothly

The key to organising a successful event is ensuring it runs smoothly on the day itself, but this is a factor which isn’t widely considered until the last minute.

You can make sure everything is in place to ensure that it could run as smoothly as possible, and you cover every base in terms of AV, lighting, seating and room set up, but on the day, things drop in that you may not have planned for.

This month, we round up the top things to consider when planning your event, so you can be as prepared as you can be for the big day.

Be realistic

When booking the space for your conference, event or meeting, it can be easy to let a vision overtake a reality of what is possible. Be upfront with your event coordinator about what you’re trying to achieve – they know the space and its capabilities better than anyone else, and can advise about what is realistic.

At Emirates Old Trafford, our Event Coordinators want your event to be as successful as possible, and will create an end result that really encapsulates your brand.

Prep the venue

Make sure you leave enough time to set up the venue. If you’re hosting team training in a smaller space, you won’t need to set up much so you can arrive an hour or so before the event starts, but if you’re hosting a larger conference or annual celebration, you may want to make sure you have access to the space either the day before or early on the day of.

You’ll need to check the lighting, AV, room set up etc. to make sure everything is technically working on the day.


A big aspect of making sure your event runs smoothly is to communicate the finer details to your delegates or guests.

Make sure to provide the venue address and location, how to get to the venue, accommodation options if you are hosting a multi-day residential or celebration, and the timings of the conference, meeting or event. You can either do this digitally, or create handouts that you can directly mail your attendees.

At Emirates Old Trafford, we’re just three miles from the city centre, with over 600 free onsite parking spaces, as well as the Old Trafford Metrolink stop directly behind the stadium. And, for international visitors, the venue is just a 20 minute drive from Manchester Airport.

There’s no need to worry about accommodation with our on-site Hilton Garden Inn hotel. Enjoy an overnight stay in our four-star, 150 bedroom hotel, 80 of which are pitch-facing with balconies, overlooking the famous Lancashire Cricket pitch. And, with our unique bridge links connecting the buildings, you don’t even have to step outside. If you’d like to book a room, click here.

Efficient check-in process

To start your event off in the best possible way, an efficient check-in process is crucial to create a positive atmosphere.

Make sure you have enough hostesses on site to greet your delegates and if you’re expecting a large number of attendees, create a queuing process that is easy to navigate. If you’re hosting a multi-day event or conference, why not host a welcoming party the evening prior and allow your guests to check-in then, to minimise queues on the morning of?

Take a look at how TheStadiumBusiness Summit and Awards used the Hilton Garden Inn for their welcoming party.

Be prepared

You’ll have already prepared as much as you can for the day itself, but be prepared in case there are any minor details that crop up on the day, and have a contingency plan in place.

Make sure you speak to your suppliers beforehand to check what the process would be to rectify the issues.

At Emirates Old Trafford, you’ll be guided through your event process by one of our expert Events Coordinators, and on the day of your conference, meeting or event, will be greeted by a dedicated Duty Manager who will take care of all the finer details to ensure your day is a success.

If you’d like to find out more about booking an event, our Events Team would love to hear from you. Give them a call on 0161 282 4020, email or fill out our enquiry form.