Keys To Executing Station Events

It's the beginning of another year and with it comes manager and staff meetings to refocus on goals and objectives. The execution of station events is every bit as important as the on-air presentation for stations. Execution depends on several key factors.

Organization

You must be organized from day one until the end of the event. If you get confused, the event will be full of chaos. Every aspect needs to be organized. That includes making sure that all the participating personalities have paper copies of the music and commercial logs that coincide with what the in-studio air talent is looking at on computer monitors. Barring technical glitches, this will increase the possibilities for call-backs or an actual on-site live broadcast to go without a hitch. Make sure the on-site personalities call the studio before every break to make sure everything is okay; even if it's an ISDN line and the studio can hear them. Don't depend on the ISDN line; that is one-way communication and lends itself to potential miscommunication.

Communication

All departments must be made aware of what is going on and that includes the receptionist; they are the focal point of all incoming calls. The more they know, the easier it is to assist in keeping everyone informed. When one department is not aware of what you are doing, confusion comes into play again. Every department is important to an event, especially the traffic department; they route the station's money with every commercial log created.

Delegation

You can't do it alone; don't be afraid to put things in other people's hands. Use the staff and give them duties and assignments suited to their individual capabilities. This will free you up to handle other aspects of the event. I used to always empower as many people as necessary so I could focus on the big picture. The key is having as many side conversations with people as possible to make sure the little details are handled.

Preparation

I mentioned side conversations; also include brief meetings and have someone take notes and send them out in e-mails to make sure everyone has the most current information. Always have a plan B and C in case you must change direction from the original plan. I can remember taking what I thought was a perfect plan to one of my first GMs and he said, "This is great, but what if this ... or this happens? Did you think about...?" When he finished, he told me to always be prepared with at least three ways to execute a plan.

Finally ... Dedication

It's the final key for covering all the angles to pull off a special event. Don't get frustrated; it takes experience to work around issues and see things through. On the day of the event, stay as relaxed and focused as possible. Get some sleep the night before; you need a clear mind to make any adjustments necessary ensure a great event. When things go off track, it's up to you to keep a cool head and make it look like everything is going the way it was planned.