Are you looking to host an event, party, conference or workshop? If you have done so before, you know event planning can be a headache. And, if you haven’t, you’re probably already overwhelmed! Continue reading to discover a checklist that will help you ensure you’re prepared for your upcoming event.
Nail down the basic information. Be able to answer these questions:
1. What is the purpose of your event? (Informational, fundraiser, social, etc.)
2. What is the name of your event? This should be catchy but relate to the purpose of your activity.
3. When will your event take place? (Date and time)
4. What is the draw – a performer, speaker, fundraising activity? If a person or group needs to be booked, are they available?
Determine what the physical needs for your event are. What about:
1. Physical space – Will your event take place at a banquet, conference room, dance hall?
2. Tables and chairs? If you’re having a meeting, presentation, or a dinner, how do you want the tables arranged? Consider this when evaluating venues.
3. Food and drink – will a meal be served? Snacks at breaks? Beverages? Sometimes this is bundled with your location, depending on location; otherwise, you may need to book a caterer. This is a good thing to keep in mind when booking a venue.
4. Equipment – will you need any audiovisual equipment for the event? Possible equipment includes televisions, public address systems, computer projector and screen, overhead projector, and so on. Will your venue supply such equipment, is it available elsewhere, or do you need to rent it?
5. Security – is your event large? Do you need a safety and security staff to ensure the well-being of your guests?
6. Lodging – is your event a multi-day affair, will guests be traveling long distances, or could guests be too tired or intoxicated to make it home? Consider reserving a block of rooms at a nearby hotel to make available to your guests. At a minimum, include information on nearby lodging in the materials you send to guests.
7. Transportation – How will your guests get to and from your event? Will they drive themselves, and, if so, is parking available? Is public transportation available? You may wish to use a coach hire service to provide transportation for your guests. This is especially advisable if alcohol is to be served at your event.
Advertising
1. Do you need to advertise your event? This may depend on the goal of the event and the intended audience.
2. If so, create an advertising budget and goals. Is the event public or private?
3. Identify advertising methods – email and the web? Radio? TV? Newspapers? The correct medium for you will depend on the type of guests you’re trying to recruit.
4. Design and distribute your ads, emails, letters or so on with adequate time to receive responses.
Last minute details
1. Confirm details with the venue, caterer, transportation service, etc.
2. Confirm any talent (band, speaker, performer, etc.)
3. Confirm equipment needs are met and all equipment is working properly
4. Review and confirm the guest list
5. Get a good night’s sleep!
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