If you are looking to plan an event for your business or a charitable organization, this checklist is for you. We have put together this list to help you prepare your event as efficiently as possible. Hopefully, you are not the sole person responsible for planning it, so feel free to break it down and distribute the tasks among your colleagues. Depending on the size, a major event can take 6 months to a year to prepare; last minute planning will only make things more stressful and more difficult to control. You will have to start from the ground up by asking yourself and your colleagues basic questions about the purpose and the theme of the event; be ready to spend a lot of time brainstorming about the many possibilities. We hope this checklist will form the backbone of your planning strategy, and that you will keep it on hand whenever you work on your event. We have conceived it as a tool to help you create the perfect event for your organization.
If your organization has held such an event before, check the archives for previous suppliers: if you had a good experience with them in the past, there is a good chance that this good experience will repeat itself. Suppliers enjoy repeat business and will certainly be happy to help you again. If it is the first time your organization has such an event, make sure you get reviews from other customers; the Internet is especially useful to find those. Request quotes before you contract with any supplier. You may also want to retain the services of a public relations specialist when dealing with printed and electronic media, especially if your organization has little experience with them. Again, make sure you go to a reputable agency for these services.