Event Management Checklist
Table of Contents
Evaluate
Get your marching orders
Head count
Budget
Venue
Travel
Lodging
Transportation
Catering
Innovate
Sponsors
Entertainment
Celebrity
Security
Theme
Decorations
Delegate
Contact person
Marketing
Staff training
Set-up
The Event
Get there first
Assign ushers
Be reachable
Clean up
Report
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Presented by:
Kimberly French
Stats
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56
Views: 56
Uses
10
Uses: 10
Tasks
27
Tasks: 27
Details
Event management is a big job - there are so many things to organize, so many things to remember, and so many tiny details that must be attended to to pull off the perfect event. An event could be a catered family reunion, a wedding on the beach, or a seminar for 10,000 attendees. Knowing how to plan ahead for emergencies and cope with the myriad tasks involved can make your event a success. Once you have a game plan, you can proceed to following through with managing all aspects of the event with confidence. This checklist can help you plan ahead and see potential problems before they emerge, so your event can be pulled off flawlessly.
Tips
The purpose of the event is where management starts - if you can define the purpose, you can describe the attendees, plan a theme, create a game plan and ensure that all participants leave the event feeling like it was worthwhile. This is just as true for a small family get-together as a corporate employee appreciation event or a wealth planning class. Remember the basics when you are getting started: evaluate, innovate, delegate.
Start by evaluating the number of people attending, what they are expecting, and how to meet their needs. An elegant dinner party will require wait staff. A garden wedding - plenty of seating, An educational presentation; a large room with seating and a blank wall for a PowerPoint or slide show demonstration if necessary. You have to be able to come up with a projected budget that covers details such as venue, refreshments, and staffing. Â Innovate.
Be creative; make the event something people will remember and talk about for years to come, this could mean coming up with a unique theme, finding ways to barter services to cut costs, or even planning the event in a unusual location. Finally, delegate - event management can be an unwieldy beast, and for large events you will definitely need some help.
Who it's for
This Event Management Checklist is for teams that want consistent execution, less rework, and clear ownership.
- Standardize quality - run the same Event Management steps every time, regardless of who executes
- Save time - reuse a proven Event Management workflow instead of rebuilding processes from scratch
- Improve accountability - assign owners and see what's done vs. what's pending
- Onboard faster - use the Event Management checklist as the SOP and training guide
- Coordinate across roles - handoffs are clear and everyone works from the same source of truth
How to use it
How to use this Event Management Checklist:
- Start by saving it - save as a Template if you'll reuse it, or as a Checklist if it's a one-off project.
- Customize it once for your workflow - remove what doesn't apply and add your team-specific steps.
- Assign ownership and execute - set owners/due dates where needed and track completion as work happens.
- Reuse without rebuilding - when Event Management comes up again, start from your saved version and run it with clear ownership.