EVENTS CHECKLIST NAME & DATE OF EVENT

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Horatio Douglas
5 years ago
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1 EVENTS CHECKLIST NAME & DATE OF EVENT TASK Event Concept Decide on the type of event required; theme; type of menu/catering requirements; seating arrangements, if any; etc. Consider suppliers/ service providers needed Budget Develop approvals procedure Draft budget and submit for approval Finalise event budget Appoint service providers Invitations Invitation List Design and issue a "save the date" Design invitation (include details about event; dress code; time; date; venue; RSVP date; contact details of person who will manage RSVP's) Obtain approval of invite design; redesign if necessary and obtain final approval Distribute invitations Send reminder Send final reminder Track RSVP's COMMENTS Consider the expectations of intended guests This will affect cost Who can sign off on what? Contact potential suppliers and obtain cost estimates Get approval in writing Dependent on budget & type of event Compile guest list, including VIP's To ensure availability of guests Consider method of distribution REQUIRED ACTION RESPONSIBLE DUE DATE STATUS COST Page 1 of 5

2 Programme Team Identify and invite speakers Compile bio-notes of speakers Finalise programme schedule Identify Master/ Mistress of Ceremonies (MC) & VIPs Appoint members to a selection panel (in the case of an Awards event where nominations are invited); arrange a 2 to 3 session to review and shortlist nominations Design nomination and acceptance forms Forward all nominations to selection panel before it meets Design and produce awards (trophies &/or certificates) Inform nominees of selection Guest Services Develop an online or other guest registration system Print name tags for guests Print programme with menus and promotional item for table Set-up donations box in secure place near front of venue Registration pack or gift bag; include "thank you" letter or card Venue Visit suitable venues and book preferred venue Appoint service provider to assist Send nominees an acceptance form Request assistance from IT/ technical support, if available Include blank tags and take a black koki pen to write on names of guests who arrive without RSVP'ing Identify team to pack bags or compile packs Ensure venue has separate meeting place for VIPs, as well as a prayer room Page 2 of 5

3 Sign contract or letter of agreement, including costs, with venue manager Make parking arrangements for guests Arrange for roadside and venue signage Set-up a registration table at an entrance Manage potential risks Test all technical equipment before event Décor Stage set-up and decor Draping Cloth for registration tables Table and chair covers Centrepiece for tables Menu & beverage selection Obtain menu options and make recommendations Decide on type of beverages and availability of a cash bar Arrange serving times Audio Visual Identify technical requirements Microphone - for stage/ podium Microphone - roving for guests Screens PCs/Laptops Projectors Correct power supply Special parking for VIP's Send guests a map with directions for parking, if necessary Scope venue to secure safety of guests Allow sufficient time to resolve any problems Consider who needs to approve menu selection MC must be briefed to manage time and inform venue manager of changes to programme AV Technician and sound services Page 3 of 5

4 Miscellaneous equipment Video recording/ photography Ensure that service provider is briefed and given a list of photos that are needed i.e. who needs to be included in photos/ video; photographer must handover a list of names and titles (with correct spelling) of people in correct order i.e. from left to right when handing over photos/ video (obtain a copy of all photos and raw and edited footage of video) Entertainment Identify musicians and other entertainment Sign contract and arrange specific performance times Marketing and Promotion Identify and invite relevant media Arrange interviews with media that cannot attend Design and produce banners (UE) and other branding Arrange a space for an exhibition/ marketing stand Arrange and offer sponsorship packages for corporates Staffing Identify clear roles and responsibilities Appoint stewards/ ushers, if necessary D-day Check banners & posters Check caterer's schedule Check donation box Page 4 of 5

5 Check easels/frames/stands Check front desk notices and contacts Check materials delivery Check sound/video Check speaker's requirements Check VIP gifts Check Registration Packs/Goodie Bags Laptop & presentations files Page 5 of 5

Event Planning Checklist

Event Planning Checklist The Ultimate Event Planning Check List High Level Planning: 4-6 Months Ahead of Event * Establish event goals and objectives Select date Identify venue and negotiate details Develop