Event Planner Checklist
created on Dec 29, 2011
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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