Event Planning Checklist ✔️

Give ample notice for your upcoming event – this allows people to arrange for transportation, assistants or other supports they may require. Indicate both start and finish times.

The overall reason for hosting an event. For example, it could be fundraising, celebrating employee success, or launching a new product. How will you measure you met the event goal? For instance, if the goal is fundraising, an objective might be to raise $1,000 or receive 50 pledges of support.

• How will your space be used? Create layouts and room allocations for your event. • What are specific unloading, load in/load out, parking and goods lift information that should be shared with staff, exhibitors and vendors • Does the venue have machinery available to aid with the setup? • Discuss specific instructions for guests with accessibility issues. • Keep the venue informed of anyone attending with special needs. • Confirm the key points of contact for the planning process and day of the event. • Test WiFi bandwidth. Upgrade or find alternatives if required.

You need to clearly understand what expectations attendees have of the event. If you don’t meet their needs, then the desired guest action is less likely to happen.

• Identify potential sponsors and approach them early with a strong event proposal. • Share details about the event and understand what they would get out of the event. Suggest ideas which will help them to achieve their business objectives. Be prepared to be flexible and responsive to their needs. • Are additional revenue streams required? Are there opportunities for VIP upgrades, fringe events, sales, merchandise, selling access to content after the event, etc. • If you have exhibitors at your event, ensure that you create an exhibitor manual and communicate clearly in terms of key information and deadlines. • Outline precisely what they get (space only, exhibition shell scheme, furniture, power, WiFi) and instructions including set up times, unloading, arrangements for passes, health and safety requirements/guidance, etc.

Prepare a list of specific people to invite

• Define your event structure and agenda. Will there be a single session, a full day with a single track, or multiple tracks running at the same time? • Think about ways to maximize learning and goals. • Ensure there are enough breaks and downtime throughout the event. • Consider delivery, engagement and room layout.  • Can event technology support the meeting objectives? • Consider how effectiveness and outcomes will be measured.

• Ensure that you have the relevant permits and licenses in place. • Notify the local authorities and agencies that the event is taking place as required and for large events establish multi-agency planning meetings. • Ensure adequate insurance cover is in place for the event. • What are the arrangements in terms of security, bag checks and so forth. • Check risk assessments, method statements and insurance documents from vendors, exhibitors, performers, etc. • Identify any specific risks. • What are the code words and procedures to deal with situations such as evacuation, fire, suspicious packages and so forth? • Is a lost child/vulnerable person policy in place. • Identify contingency plans. • Create an overall event risk assessment. • Share copies with the relevant people and venue.

Book in videographer/editor to create promo video

• Provide speakers with details and guidelines on the specifics of their session. • Set deadlines for content. • Gather headshots and bios to include on app or website. • Share details of any AV or event tech to be used. • Book travel and accommodation as required. • Outline arrival and departure times. • Confirm rehearsal timings. • Confirm contact numbers.

Includes security, medical support, ushers etc

Performer needs: microphone, podium, stage, props

• Even if you are not sure of the precise equipment required you can explain to your AV supplier the effect that you want to create and share examples from other events. • Ensure the stage is large enough to accommodate podiums, tables, chairs, sofas, as required and safely. • What is the cue system? • Is there an autocue script? • Who is the stage manager? • Carefully review and QA all presentations, graphics, and visuals and link them all together. • Ensure there is a switch and backup computer in case of any issues. • Is there a comfort monitor to avoid the speaker or performer having to look behind them? • Triple check the number and type of microphones and when mic changeovers will take place. • When can the AV team have access for set up? • What time must everything be ready? • When are rehearsals and run-throughs? • What are the contingency plans for technical issues?

• Research event tech to incorporate into your event. • Have demos and get quotes from potential providers. • Shortlist and choose solutions. • Train staff on your technologies. • Set up event tech tools. • Implement the event tech. • Communicate and promote tech to attendees. • Provide support and encouragement to maximize ROI on the technology.

On posters or information sheets, include international accessibility symbols indicating accessibility (e.g. wheelchair access, captioning, sign language interpretation).

Produce materials in large print (16‐point type or larger) and have available electronically in case of a request for such a format. It is always good to have a few print copies on hand. Encourage and support presenters to offer copies of their material in different formats before their presentation starts.

Provide space on your registration form or on the event notice for people to identify their accommodations or accessibility needs. If you are serving food, give participants a chance to indicate dietary restrictions. Include contact information (e.g., phone number and e‐mail address) so that attendees can contact you with their requirements. Indicate whether there are any fees for admission or materials. Consider offering an early bird discount.

Remind presenters to end meetings or presentations on schedule (important for people making advance transit arrangements and for pre-booked support people).

Includes social media, paid promotion, partnerships etc • Create a marketing a promotion plan. • Set targets and milestones for your goals, including registration numbers, new followers, etc. • Research and create an event hashtag. • Be active and share interesting and relevant content leading up to the event. • How can you increase brand loyalty through your pre-event marketing and ideas to implement at the event? • Will you be working with influencers? • Create collateral and suggested tweets to make it easy for partners to share content. • Encourage networking opportunities and connections prior to the event. • Has the photographer and videographer been briefed in terms of key shots and footage required and turnaround times? • What is the policy in terms of photographs and filming at the event? Do disclaimers need to be signed and permissions sought? Has the policy been clearly communicated to attendees? • Will a press release be sent out before the event?

Train event volunteers about how to respectfully assist people with disabilities and to respond to any accessibility issues that may arise. Make sure that volunteers are easily identified (use name tags and/or other identifiers). Book any access supports being provided in plenty of time to ensure availability. (e.g. Sign Language interpreters, real-time captioning, note-takers, attendants etc.). Make sure organizers, presenters and volunteers are aware of emergency evacuation procedures.

• Have all staff had a clear briefing about the event and the likely questions they will be asked. • If they are unsure of something what is the protocol? • Are staff clear about the dress code? • Specific timings, roles, and responsibilities should be agreed in advance.

• Send out final attendee information. • Create a logistics checklist of all items, who is responsible for each and where it needs to go on site. • Are any gifts or tips needed for anyone? • Check all information has been returned, presentations from speakers, risk assessments and proof of insurance from all suppliers. • Ensure all essentials are in your event manager box(es). This will include items such as blue tack, screwdriver, post-it notes, spare pens, extension leads, gaffa tape, and much more. • Share and print copies of any important documents that you will need to reference. • Create a master running order and variations of this such as specific supplier, staff and Chair notes, including load in and load out. • Provide final staff briefings and instructions. • Collate goodie bags, delegate folders, handouts and giveaways as appropriate. • Prepare badges/place cards/table numbers. • Print signage. • Load/arrange transportation of all event items and equipment. • Ensure you have all possible cell phone numbers and contacts listed on your master contact sheet and that everyone that might need it has copies. Enter them into your phone if possible. • Give a courtesy call to all key people involved, particularly speakers and performers. • Send out a final reminder to attendees.

Cover electrical cables or cords that cross over aisles or pathways so wheelchair users as well as people who use canes and walkers can traverse easily and safely across them. Ideally lectern heights and audio visual controls should be adjustable to meet the needs of different speakers.

Nametags in alpha order, office supplies, blank nametags, production schedule, scripts, guest list, giveaways, and signage.

Temperature, cleanliness, furniture arrangement, signage, restrooms, mic check

Use modern form software to send out a post-event survey.