They say that the devil is in the details! The key to a successful event is ensuring that you cover every possible situation. The more time and attention you put into the pre-planning stage will ensure a positive outcome!

When you are organizing an event, it can be difficult to think of absolutely everything. We hope that this check list will give you an overview of some of the most common things you will need to consider and can be used to help you prioritize your tasks.

EVENT CHECKLIST

 PRE EVENT: 

  • ESTABLISH A COMMITTEE
  • SET UP A COMMITTEE MEETING
  • DETERMINE EVENT BUDGET AND SCOPE
  • ESTABLISH EVENT DATE
  • SITE POSSIBLE EVENT VENUES – accessible for wheelchairs, available parking
  • PREPARE TIMELINE
  • CONTRACT EVENT SPACE
  • IF EVENT IS TO BE HELD OUTSIDE HAVE A BACKUP PLAN IE. TENTS, INDOOR LOCATION
  • SEND OUT A PRESS RELEASE TO PROMOTE YOUR EVENT
  • POST EVENT DETAILS ON COMMUNITY WEBSITE EVENTS CALENDAR
  • BOOK SPEAKER(S) OR ENTERTAINMENT
  • SEND OUT INVITATIONS WITH RSVP AT LEAST ONE WEEK BEFORE THE EVENT
  • SET UP REGISTRATION SYSTEM
  • UPDATE WEBSITE EVENTS CALENDAR AND PRESS RELEASE IF APPLICABLE
  • START COMPILING CRITICAL PATH DETAILS
  • SELECT CATERER
  • MEET WITH CATERER TO CUSTOMIZE A MENU – allow for special dietary needs
  • DETERMINE ROOM SET-UP
  • BOOK AUDIO VISUAL SUPPLIER
  • BOOK TENT AND STAGING SUPPLIER
  • ORDER PODIUM & STAGE
  • DO SITE VISIT WITH SUPPLIERS
  • CONFIRM EVENT DETAILS IN WRITING TO SUPPLIERS AND REQUEST CONTRACT FOR SIGNING
  • CONFIRM SPEAKER(S) TRAVEL, ACCOMMODATION AND GROUND TRANSPORTATION REQUIREMENTS
  • DETERMINE PRINTED MATERIAL NEEDS /NAMETAGS
  • ORDER FLORALS FOR REGISTRATION TABLES /MEAL TABLES
  • ORDER SPECIALITY LINENS
  • ORDER SIGNAGE
  • CONFIRM VISITING GUEST(S) PARKING REQUIREMENTS
  • SIGN OFF ON CONTRACTS FOR DIFFERENT SUPPLIERS
  • REQUEST INVOICES FROM SUPPLIERS
  • ORDER / ARRANGE VIP GIFTS
  • ARRANGE PHOTOGRAPHER FOR THE EVENT
  • SUBMIT SUPPLIER INVOICES FOR PAYMENT FOR THOSE DUE DAY OF EVENT
  • REVIEW INSURANCE NEEDS
  • CONTACT RCMP IF THERE WILL BE ROAD CLOSURES AND/OR TRAFFIC CONTROL ISSUES DUE TO LARGE CROWDS
  • CONTACT THE LOCAL HEALTH INSPECTOR IF REQUIRED
  • RECRUIT EVENT VOLUNTEERS
  • FINALIZE CRITICAL PATH, INCLUDE CONTACTS FOR SUPPLIERS AND KEY EVENT STAFF AND DISTRIBUTE TO VENUE, SUPPLIERS AND EVENT STAFF AT PRE EVENT MEETING
  • HOLD A PRE EVENT MEETING FOR ALL STAFF, VOLUNTEERS, CONTRACT STAFF AND SUPPLIERS
  • FOLLOW UP ON MATERIALS BEING SHIPPED; REQUEST TRACKING NUMBERS
  • PROVIDE GUARANTEE NUMBERS 72 HOURS IN ADVANCE TO CATERER
  • ADVISE CATERER IF ANY RESERVED TABLES ARE REQUIRED  

DAY OF EVENT:

  • ARRIVE EARLY – AT LEAST 1.5 HOURS BEFORE GUESTS ARE SCHEDULED TO ARRIVE
  •  RENTAL LINENS – COUNT EVERY PIECE
  •  REVIEW ROOM LIGHTING
  •  ADJUST ROOM TEMPERATURE IF NECESSARY AND KNOW WHERE THE CONTROLS ARE AND HOW TO OPERATE THEM
  • TEST SOUND SYSTEM AND AUDIO VISUAL EQUIPMENT REQUEST EXTRA BATTERIES FOR HANDHELD WIRELESS MICROPHONES
  •  PLACE SIGNAGE – IF VENUE DOES NOT HAVE EASELS ORDER SOME FROM RENTAL COMPANY IN ADVANCE
  •  SETUP COAT CHECK
  •  SET –UP REGISTRATION DESK
  •  CHECK ON FOOD & BEVERAGE – BUFFET ITEMS LABELLED; REPLENISH ITEMS; CLEAN AND TIDY
  •  REMAIN VISBLE AND IN CONTACT VIA RADIO OR CELL PHONE WITH YOUR STAFF & VOLUNTEERS THROUGH THE EVENT
  • COLLECT ACTUAL NUMBERS SERVED FROM CATERER
  • END OF EVENT – COLLECT LEFTOVER MATERIALS AND SIGNS
  •  ENSURE SUPPLIERS ARE BACK TO COLLECT THEIR EQUIPMENT
  •  PACK UP RENTAL LINENS / DISHES – DO A FINAL COUNT
  •  DO SIGN OFF WITH VENUE BEFORE LEAVING 

POST EVENT:

  • SEND POST EVENT THANK YOU’S TO SUPPLIERS AND VOLUNTEERS
  •  COLLECT ALL INVOICES FROM SUPPLIERS
  •  REVIEW INVOICES AND FORWARD FOR PAYMENT WITHIN THE WEEK FOLLOWING THE EVENT
  •  PREPARE POST EVENT RE-CAP NOTES
  •  BOOK SPACE FOR NEXT YEAR IF THIS IS AN ANNUAL EVENT
  •  COLLECT MEDIA CLIPPINGS TO ADD TO FILE

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