- Hold a formal meeting with stakeholders to ensure you understand their needs and are prepared to meet them.
- In larger cities, this may have to be booked even further ahead. Pay the deposit and sign any necessary contracts to ensure the space is reserved.
- Before setting a budget, ensure funding is in place.
- Make a shortlist of vendors who meet the menu and budget guidelines to present to committee members or the head organizer.
- If the event requires security, book now and pay a deposit.
- Book speakers and send save 'the date' notices to key guests.
- This is the person guests can call or email for information or to RSVP.
- Advertise the event in media, online, or by sending invitations for a private function.
- Book a block of hotel rooms near the event venue if out of town guests require.
- Price train fare and flights and send this information to guests traveling to attend.
- If prizes or gifts are required, solicit donations from community sponsors.
- Determine audiovisual requirements and a seating arrangement to ensure the seating and equipment is available.
- Hold a training session for staff to reiterate expectations, set standards, and delegate duties leading up to and the day of the event.
- Secure any parking, liquor, or other required licensing.
- Confirm the menu and number of attendees with the caterer.
- Finalize and distribute the agenda to all organizers, speakers, and support/technology staff.
- Supervise set-up and walk through the days events to ensure all systems are in place, equipment is working, and supplies are adequate.
- Take staff through the venue and give each a detailed description of their duties.
- Set up signage, place cards, menu boards, and any other visuals.
- Contact each speaker to confirm and review the agenda.
- Confirm live entertainment needs and ensure all equipment is ready.
- Buy additional supplies, if needed.
- Delegate tasks for all organizers, volunteers, and staff. Oversee the operation as all equipment, seating, signage, etc., are checked.
- Have an adequate number of staff or volunteers welcome guests and orient them in the space.
- Carry a cell phone or handset and communicate regularly with staff and volunteer organizers.
- Return any rented equipment, glassware, or seating.
- Thank all volunteers, speakers, sponsors, and organizers for their contribution.
- Prepare a final budget and submit to your organization.
- Write a report for organization members who may plan similar events in the future.
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