Make a list is something natural in the people who organise events!
But, even the ones with more experience, could forget things. To do not loose a detail of all the important things in your event, next, we will explain you an easy checklist to have everything under control.
– From 3 to 5 months before the event:
o Subject of the event, number of guests and the ambient we would like for it.
o Select the space and organise the logistic (AV, catering, etc.)
o Budget, deadline and schedule of the event.
o Sponsors (if is needed)
o Look for speakers and invite them.
o Check what we need to buy/hire
– 2 months before the event
o Call the possible speakers to confirm the attendance.
o Contact with the sponsors to explain the advances.
o Choose the catering.
o Make the logistic for the event (transport)
o Decided if press will be invited. Make a list.
o Send invitations.
o Study the audio-visual needs.
– 1 month before the event
o Contact with the speakers about their presentations (template, additional information, etc.)
– 2 weeks before the event
o Material needed for the event (make a list)
o Share out the work between the team.
o Confirm the details of the event with all the suppliers. If there is a photographer, tell what we want to be photographing, for example.
– 1 week before the event
o Verify the venue’s details. Check the AV with the manager.
o Check the venue is correct.
o Inform the journalist. Encourage coming to the event.
o Finish and print the participating list and diary.
o Contact with the speakers, ensure they know the date and exact time. Remember the duration time for the speech and who is going to be the person receiving them.
o Redact press note, explaining the event to send the day before the event or the same day.
– One day before the event
o Bring everything to the venue.
o Make a “kit” with the entire thing we could need (scissors, sell tape, stapler, pencil, pen, paper, etc.)
– The event day
o Arrive one hour before the event to check everything. Check that the AV is working correctly.
o Verify that everyone knows what he or she has to do.
o Check the information signs are correct.
o Send the press note.
– Post event
o Meeting post event, to evaluate the event and check what could improve.
o Summarize the event and evaluate.
o Check the invoices and make the pending payments.
o Make a feedback with all the collaborations, assistants, participating, etc.
o Send gratitude to the speakers, suppliers and members of the team.
o Offer help to the media that assist to the event.