Checklist for event planning -- organize perfect business events
Include a target date and a completion date for each item on the event planning checklist.
Checklist 1: Approx. 4 months before the event:
* Confirm the number of participants; collect their contact details
* Finalize event budget
* Decide on event theme
* Confirm main speakers
* Confirm entertainers
* Book venue
* Decide on an agenda
* Hire photographer and/or videographer
Checklist 2: Planning for 2 - 3 months before business event:
* Put together a package for the event including registration forms, agenda, venue and other information
* Mail invites or registration pack
* Organize caterers, wine suppliers, florist, etc
* Decide on audio-visual arrangements; confirm with vendors
* Order gifts and other such items
Checklist 3: 1 - 2 months before event:
* Sign all contracts (read the fine print and review with legal counsel before doing this!)
* Set assignments for individual speakers
* Check out the menus, room bookings, etc
* Go over the list of equipment for the business seminar
* Finalize things like leisure activities, badges, agendas, timetables, etc.
* Take final decisions on menus, décor, floral and other arrangements.
Checklist 4: Planning for 1 month before event:
* Decide on setup for stage, venue and details of rooms.
* Ensure that electrical outlets and cabling is taken care of at the venue for all necessary equipment.
* Finalize contents of the welcome basket / welcome drink / meal, etc with the hotel management.
* Let the hotel know who your VIPs are.
* Finalize the guest list
Checklist 5: 10 days before business event:
* Go over all previous checklists and ensure nothing is missed out. The organisers may have to add your own specifics to each.
* Your guest list should be more accurate by now
* Prepare seating charts
Checklist 6: Planning for the day before the event:
* Re-check your checklists
* Make arrangements to have enough cash on hand
* Meet with committee members, staff and hired help to review duties.
* Complete preparing all signage and directions
* Have all critical phone numbers available on a single sheet, for the organisers.
* Confirm with all outside vendors
* Finish putting together materials for delegates
Checklist 7: Planning for Day 1 of your event:
* Have all checklists handy
* Have the full guest list, in alphabetical order, ready at the reception along with name tags. Have extra name tags available.
* Set the head count for all events
* Refer to your seating charts and set out name tags and table numbers accordingly.
Checklist 8: After the event:
* Settle all bills
* Write and send thank you notes, gifts, any follow up material.
* Account for all income and expenditures
That completes the checklist for event planning. Business event organisers will of course, have to modify this list to suit their specific requirements.
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