Timeline and checklist for event planning


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Timeline and checklist for event planning

  1. 1. Timeline and Checklist for Event Planning: Event Name / Type: Date: Location: Description: Purpose: Time: Number of Guests: VIPs Prior to the event: Activity: Person Responsible: Done by (date) : Establish staff / Job Roles Company Manager Hold planning meetings to discuss goals Establish responsibilities Determine a budget / where will the money needed come from? Determine and reserve a venue Guest list Confirm speaker / special guests and their needs Create invitations/response cards Determine which publicity methods will be used Draft a program of the agenda Determine signage requirements (e.g. road, traffic, toilets etc) Find out legal requirements / sort any licenses that will be needed Health and Saftey Procedure Documentation / checklist for staff + public Ensure disability parking is put in place Hire catering and establish a menu Contact emergency services for safety and security assistance Contact the Fleet services for bus and car transportation Contact vendors for hired
  2. 2. equipment / decoration etc Arrange a photographer Send the invitations (email or post) Approval of the final set agenda Draft the script / talking points for the speaker Consider site preparation (e.g. rubbish, cleaning, equipment, the removal of rubbish) Prepare / put into place the legal use of signage and also decorations Follow up on all orders (with vendors, cast etc) Ensure all staff are aware of their responsibilities on the day / rehearsals Meet with caterer on site to discuss the set up Meet with operational staff to ensure they are aware of their responsibilities on the day Confirm all arrangements with vendors and staff if everything is as planned. Print programs, name badgets, seating charts, place cards, menus etc. Confirm security requirements Ensure everything is in place, e.g. tents, chairs, lights (rigged), stage, tables, and a podium. Clean and then decorate the venue Rehearse if needed (staff) Brief staff on the emergency procedures for the event, give a tour and talk through the day’s event. Re-confirm catering and staffing requirements. On the day: Setup: is everything in its rightful place? E.g. tables, chairs, food. Check the technical equipment
  3. 3. (e.g. lighting / sound) When the event is open to the public, ensure the ticket system is working effectively Ensure antisocial behaviour or anything unauthorised are not present. Ensure video equipment is set up if a performance is going to be recorded. Ensure all decorations are up Hand out fliers and advertise the next upcoming event. Sell merchandise to increase profit Ensure all performers / staff / speakers have adequate breaks and stay hydrated Ensure all refreshments are well stocked and not running low Ensure the audience are comfortable and enjoying themselves at the event. Post event: Write thank you notes to guests (they may be more willing to come again to the next event) Hold meetings with the managers of each department and ask all members of staff to do a questionnaire (honest feedback) Write an evaluation (pros and cons to improve the next event) Meet with the photographer to discuss distribution of the pictures Send off final attendance list so that contacts can be kept and entered into the database. Update social media sites to advertise upcoming events.