Scoring The Perfect Event: Navigating the Complexities of Large-Scale Event Management

February 13, 2024
In the dynamic world of event management, orchestrating large-scale events is an intricate symphony of planning, coordination, and adaptability. The complexity multiplies exponentially as the size of the event scales, transforming event management into an art form that balances meticulous preparation with real-time problem-solving. In this article, I will discuss best practices, as well as crucial tools and platforms for seamless large event management.

Pre-Event: Strategic Planning and Workforce Mobilization

1. Workforce Mobilization: A Multifaceted Approach

The first step is planning. You must determine how many workers are needed to facilitate the event, assign these workers to shifts, and allocate them to specific areas/kiosks/bars within the venue. The preparation involves finding casual workers who are willing to work for the event with the relevant skill set, and at the right timing. In many cases, a significant portion of the workforce is outsourced to staffing agencies, and effective communication and streamlining are essential. A well-executed planning process will have a direct impact on the entire event, and it’s crucial to monitor the planning as well.

2. Dynamic Planning: Embracing Flexibility

Event planning is a fluid process, with changes occurring up to the day of the event. Therefore, it’s essential to ensure everyone is updated with the latest changes. With small teams, this is an easy task, but for large events, you must use a tool to ensure everyone is on the same page. That’s not the only challenge when planning for large events. A large event is more akin to managing 100 smaller events simultaneously - there is a need for an additional layer of management (area management) and a need to monitor who has actually arrived at the venue and their specific area of work. Each shift or area can be part of a different department or budget, enhancing your event’s flexibility.

3. Adaptability: The Key to Overcoming Constant Changes

Change is the only constant in event management. From last-minute staff dropouts to sudden logistical shifts, the ability to quickly adapt is paramount. Ensuring staff commitment and clear communication regarding their positions, areas, and schedules is essential for smooth operations.

During the Event: Orchestrating Operational Excellence

The day of the event is filled with excitement combined with uncertainty. Data driven organisations seek to collect all data they need, to solve their biggest business problems. What should be monitored? How do you monitor it all? 

1. Real-time Coordination: The Countdown Begins

The hour before the event is critical. Gathering status updates and ensuring all team members are on the way or in place is a high-pressure task. A central challenge is managing diverse types of workers (internal, external, seasoned, and new) effectively and efficiently.

2. Addressing No-shows and Workload Imbalances

The ‘no-shows’ industry average is a surprising 15% and in order to deal with it organisations overbook 15% more workers per every job. During the day of the event there is also a need to redistribute staff based on real-time updates and needs, like balancing the workload between a busy bar and a quieter one (without the need for someone constantly running between areas to check status!)

Ubeya's Live View

3. Data-Driven Insights: Enhancing Performance and Satisfaction

Returning to our inquiries regarding what requires monitoring and how to effectively manage it all, let's delve into the specifics. Gathering data on worker satisfaction and performance is crucial, often intertwining and reflecting in brand loyalty and retention. In large venues, monitoring the time it takes for workers to travel from the entrance to their designated areas is also vital, as delays can incur significant costs. Implementing a rating mechanism aids in constructing a 'business memory', facilitating improved staffing decisions for future events. Understanding worker experiences across different positions, venues, and areas fosters a more efficient and experienced workforce, ultimately leading to greater achievements.

4. Real-time Event Management: Ensuring Operational Visibility and Control

During the event, management and venue GMs require a comprehensive live view of the proceedings. This includes monitoring the event's finances, tracking attendance, staff supplier status, and a heatmap of workers' whereabouts. Having real-time insight into these factors allows for proactive decision-making and ensures smooth event operations.

Post-Event: Wrapping Up and Learning

After all workers have clocked out, it's time to finalise the job. 

Hours Approval: The event manager reviews all hours that do not align with expectations and checks them for any issues. The goal is to approve all hours for all workers immediately after the event, which should only take a few minutes.

Worker Rating: Learn from each event by rating the workers and ensuring that the next event will be even better.

Beyond the Event: System Integration and Continuous Improvement

The success of large-scale event management hinges on the integration of various systems – from the core Workforce Management Platforms, Learning Management Systems and Applicant Tracking Systems to ERP, Payroll and invoicing. This interconnected framework ensures that all aspects of the event and its workforce are in harmony.


Large-scale event management is an intricate and demanding field that requires a strategic blend of planning, adaptability, and technological support. While the challenges are significant, they offer an opportunity for growth and innovation in this vibrant industry. 

Ubeya offers a solution that encapsulates the best practices in the field gleaned from working with thousands of events businesses worldwide. Ubeya platform is specifically designed to streamline the complexities of large-scale staff management, multiple suppliers management, and multi location management, propelling the industry towards greater heights of efficiency and excellence.

Would like to learn more about Ubeya?

You may also be interested in: