Planning is crucial to pulling off a great event, and keeping the stress levels down! We have put together some of the most important things to remember in a check list.

6-4 months before the event

– Establish event goals and objectives

– Select date

– Identify venue and negotiate details

– Develop Event Master Plan

– Get cost estimates (e.g., room and furniture rental, food & beverages, equipment, speaker fees, travel, etc.)  and create a budget

– Create and launch publicity plan & brand for your event

– Identify and confirm speakers/presenters/entertainers

– Identify and contact sponsors/partners

3-4 Months Ahead of Event

Speaker/presenter/entertainer liaison:

– Finalize presentation/speech topics

– Get bio information, photo

– Travel & accommodation arrangements

– Have contracts signed if appropriate, etc.

Financial/Administration:

– Registration fees

– Set up/enable online registration

– Sponsor levels/amounts

– Identify items to be underwritten and accounting tracking details

Venue/logistics planning:

– Design floor layout and stand set ups.

– Hire furniture and other items for the venue.

– Investigate need for any special permits, licenses, insurance, etc.

– Determine and arrange all details re menu, A/V equipment, registration set-up, parking, signage, etc.

– Review security needs/plan for the event with venue manager

Publicity:

– Develop draft program

– Develop publicity pieces; newsletter articles and/or ads, radio spots, print blog posts articles for  submission to other publications.

– Request logos from corporate sponsors for online and printed materials

– Develop and produce invitations, programs, posters, tickets, etc.

– Develop media list & prepare News Release, Media Advisory, Backgrounder and all media kit  materials (e.g., speaker info, photos, etc.)

– Create event page on your website

– Enable/create email event notifications

– Create a Facebook event page

– Register your event on a variety of online event calendars

2 months prior to event

– Send reminders to contact list re registration/participation

– Presenters/Speakers:

Confirm travel/accommodation details

Request copy of speeches and/or presentations

– Sponsorship: Follow up to confirm sponsorships and underwriting

– Publicity:

Release press announcements about keynote speakers, celebrities, VIPs attending, honourees, etc.

Post your initial event news release on your website and circulate to all partners, affiliated organizations, etc.

1 week ahead

– Brief any/all hosts, greeters, volunteers about their event duties and timelines

– Final seating plan, place cards, etc.

– Provide final registration numbers to caterer

– Make print and online copies of any speeches, videos, presentations, etc.

– Final registration check, name badges & registration list

– Determine photo op and interview opportunities with any presenters, VIPs etc. and confirm details with  interviewee and media.

1 day ahead

– Confirm media attending

– Ensure all signage is in place

– Ensure registration and media tables are prepared and stocked with necessary items (e.g., blank name  badges, paper, pens, tape, stapler, etc.)

– Ensure all promo items, gifts, plaques, trophies, etc. are on-site

Event day

– Ensure you have copies of all instructions, directions, phone numbers, keys, extra parking permits for VIP  guests, seating charts and guest lists with you

After event

– Financial status: gather all receipts, documentation, final registration data, etc. and update budget

– Send thank-you’s and acknowledgement letters to:

Sponsors

Volunteers

Speakers/presenters

– Post-event publicity

– Conduct a Post-Event Survey – to learn what people enjoyed about your event, and where you have room to  improve.

– Follow-up communication with event participants

– Reach out to event participants – thank them for participating and promote your ongoing programs and  how they can support you throughout the year by joining, volunteering or making a sustaining donation.

– Conduct a thorough evaluation