Setting up good systems for producing events can free up your team of one to think more strategically. This introduction to creating checklists and turnkey event plans will allow you to focus on the most important part of the evening – the people in the room!

1. A tactical guide to putting event
planning on autopilot
Jade Tran, DFJ
8.24.2016

2. • What kind of event is this, and what is the goal?
• Who are you doing it for?
• What will motivate people to show up?
• What do you need to do to make it happen?
• How will you know if it was successful?
what are we trying to do?

3. communication is key!
• Think about how to craft the message for team members, guests, support
staff, venue, service providers, etc.
• Be strategic about your timeline, and involve stakeholders
• Emphasize what people will get excited about!
• Use tools like Tout App, Contactually, and Boomerang, to schedule
communications, including thank you emails

4. imagine the space
• Do a walkthrough, if possible, and envision every eventuality
• How long will it take to set up? Will you have help from the
venue? How early can you get there? Where are the bathrooms?
• Use this exercise to create a contact list, production schedule, and
any signage, or specific instructions you’ll need to give guests

5. (Remember to include your signage,
collateral, swag, menus, etc.)
pack your bag

6. checklists are
everything!

7. • Making sure everything is accounted for ahead of time allows you to
be part of the discussion
• Facilitate the conversation flow (it helps to seed members of your
firm at each table)
• Remind support staff to eat, and let them know when it’s okay to start
packing up
•Thank everyone and tell them if there will be follow-up or next steps
sit at the table

8. toast yourself for
a job well done
(then throw everything back in the bag and get some rest!)

9. to conclude:
• Your job is to execute on the event, but also to make sure goals and
measurements are clear - what does success look like?
• Structuring communications for each stakeholder group will generate
excitement and understanding (and attendance)
• Imagine all eventualities and plan accordingly.
• Leverage the support you have and use SaaS tools to make your life
easier