It’s All in the Details
When creating your event you will have plenty of plans and documents that relate to specific areas of your event. This can be anything from spectator flows, fencing plans, venue plans, volunteer information etc. A lot of this work will be done by your core team pre-event, but you will want your wider team to know these details on the day of the event. This is where Info becomes your library, as it will allow you to store documents and present it effectively to your broader team.
Remember that anyone with branded event gear will automatically be recognised as a beacon to participants, as they should have the answers to any event queries. So instead of keeping them in the dark you now have the ability to put the power in their pocket as well.
By effectively using Info you can give more information to your crew that may only be available for a short period of time. We also know that during event week so much can happen and you’ll often find yourself getting sidetracked. With this in mind, Blerter’s Info area has all the required information, allowing you a little more freedom to deal with higher priorities and giving your team the knowledge to perform their task effectively and efficiently.
Managing your INFO
Firstly we need you to understand that a Document/Info is more than 'just a document'. You can use to add a document, or it can be a place where you can include plenty of details, attachments, images, comments and event tasks to remind you and/or your team what needs to happen in this area of the event.
How you manage your info area comes down to personal preference with how you like to use folders and documents and how you would like to see your event setup. It can also be based on how many documents you would like to upload and the ease of being able to find them.
If you have a large number of documents that you would like available, it might be easier to have them sorted into folders to make things easier, but there is also the search function and filters to assist you and your team.
Here are some ideas to get you thinking about how you might like to structure your Info area and what information you might put in there:
Loading your Pack-in information into documents
Here you can simply create a document called Pack-In and then attach all the relevant detail to that document with the tasks that relate to the pack-in. This keeps all the information in one area, making it easy to find.
Loading your Pack-in information using Folders
Here you can create a folder that will hold all of the required information about your pack-in through separate documents. This could include documents such as venue plan, fencing plan, contractor information, equipment lists, marquee plans etc. Crew can then go to the one folder and view all the documents that relate to the pack-in of the event.
Blerter Tip! Remember when you set up the documents, you can decide whether they should be visible during the Check-In process. For example, you might have medical procedures that are specific to your event that you need everyone to read, understand and acknowledge. This can be shown once or every time your team check in to the event to remind them. This will provide a trail for you to acknowledge who has seen the document and who hasn’t.
Once you have decided on how you might like to structure your info area, you will then be ready to add information. Don't worry, if you are not 100% sure on how you might like to structure it or if you change your mind closer to the event, you can simply drag the documents around and place them into different folders.
Blerter Playground Task:
Now it's your turn, have a go at relaying your knowledge into the Blerter Playground. When the real thing comes around, we want your team to be as informed as possible.
- Add a new document that is relevant to your event, such as pack-in day 1.
- Then add an attachment that relates to the pack-in day 1
- Add 2-3 tasks that relate to this and assign them to one of your teams or even yourself. You can then see what this looks like in yours or their to-do lists.
- Lastly - don't forget to Publish your documents in the top left-hand corner so it moves from draft to being active to all of your users.
The Info section gives your team the power to work and deliver parts for your event autonomously so they know your event expectations and have all your instructions in the palm of their hands.