Event Planning Check List

Event Planning Check List

Event Planning Check List
Posted by: Amber Smithwick

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

 

 

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