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