5 Tips for Fixing Communication Gaps in Arena Management

Centralize Communication with a Unified Platform

When messages come from several channels, it’s easy to lose track of important updates. A unified communication system ensures that everyone has the same information at the same time.

Here are a few types of tools that can make this easier:

• Team chat platforms like Slack or Microsoft Teams keep conversations organized and searchable.
• Project management tools such as Asana or Monday.com let teams assign tasks, set deadlines, and track progress.
• Event management software like Momentus (formerly Ungerboeck) or Social Tables combines communication, scheduling, and floor plans into a single workspace.

Bringing everything together in one place minimizes confusion and keeps updates accurate across departments.



Establish Clear Roles and Responsibilities

Unclear responsibilities often cause the biggest slowdowns. Before each event, outline exactly who is handling which tasks. Every department should know where their duties begin and end.

For instance, operations might manage floor setup, while the event coordinator handles vendor communications and the security lead oversees safety protocols. Having this structure in writing keeps confusion to a minimum and helps new team members integrate quickly.



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Strengthen Pre-Event and Post-Event Communication

Consistent check-ins before and after events keep teams aligned. A brief pre-event meeting allows everyone to review setup times, layout details, and the event timeline. During this session, encourage questions to resolve potential issues early.

Afterward, hold a short debrief to discuss what worked and what could improve. Summaries or shared notes from these conversations help your crew build on lessons learned rather than repeat old mistakes.



Use Visual Tools for Clarity

Words can’t always capture the complexity of arena layouts. Visual tools help staff understand the plan instantly.

Digital floor maps and live diagrams show where each element belongs: staging, entrances, vendor zones, or decor. Software like Lucidchart or AllSeated allows quick edits when plans change. Even simple shared slides or PDFs can eliminate confusion between departments.

Visual clarity saves time, prevents missteps, and keeps everyone on the same visual reference.

Strong communication builds stronger events. When your arena staff operates with confidence and clarity, guests notice the difference.

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Frequently Asked Questions