Eventina Event Management's key strength lies in the depth of our professional knowledge, our wide ranging contacts in industry and government and our reputation for delivering events on time and on budget. Eventina has an impressive track record of successful national and international events. Our clients include professional associations, corporations, not-for-profits and government departments and agencies. Eventina is recognized by the events industry and in business and government circles for our ability to leverage strategic relationships. Whether it is a government grant, a high profile speaker or a major sponsorship opportunity Eventina knows how to deliver the result you need to make your event a success. The company's operations are based on a 'best practice' model developed over six years by our award winning CMD, Mr.C.V.N.Vamsi, which is continuously refined from feedback received from clients, suppliers and our event management teams. We are accustomed to working collaboratively with in-house event organisers and with volunteer organising committees located throughout India and the world. No event is too big or too small and every Eventina client is assured of the highest level of personal attention from our CMD and our highly experienced senior management team. Our focus is on your special needs and interests and our enthusiasm and commitment are your assurance of a successful and stress free event. We invite you to Experience the Difference!

1. Eventina EVENT PLANNER'S BASIC CHECK LIST
(to be embellished specific to each conference)
PRELIMINARY
Purpose/goal of workshop/conference
Who is the market?
Budget
Means for staff: volunteer, employees, etc.
Project coordinator established
Secure a title, date, time(s), location
Timeline developed
Identify potential sponsors
FOOD/REFRESHMENTS
Determine which meals provided
Menu
Refreshments during off meal times
Vendor/caterer for food provision
What type of dishes/cutlery? (environmental considerations)
Where will food be located?
Water for presenters at all times
Recycling necessary ? Available?
SITE CONSIDERATIONS
Evaluate convenience to both presenters/exhibitors/attendees
Contact person on site
Vendor/sponsor/exhibitor booths or tables needed
Unloading/loading docks and logistics
A/V equipment and staff to run equipment included in site contract?
Directional signs around the site
Exhibitor signs
Electrical outlets/capacities
Food included in site contract?
Hearing/sight/wheelchair accommodations for differently-abled attendees
How early/late can staff get in
Identify how to manipulate room temperatures
Parking available? Included? Contracted?
Registration location
Coat check or racks
Designate smoking/non-smoking facilities
Tables, chairs: how arranged, how decorated
Consider traffic flow from room to room (if more than one presentation at a time)
Are cell phones operable within this facility?
Recycling provisions

2. SPEAKERS/PRESENTERS
Researched (contact KBS Productions at 303-469-6866 or www.kbsproductions.com for
customized keynote & workshop programming)
Contracted
Compensation agreed upon
Biography on each presenter for introductions
Greeted/Assisted at site
Lodging Emcee or facilitator selected/contracted
Presentation needs
Special dietary needs
Alternate plan for cancellations/emergencies
PROMOTIONS
Marketing strategy/timeline
PR coordinator secured
Sponsorships solicited
Directions to site
Door prizes
Graphic & copy creation of materials
Invitation/flyer/broadcast & print media
Press releases
Printing of materials
Means to distribute sponsor materials (if provided)
Video/audio taping of presentation(s) for cassette sales
Conference schedule/program created/printed/posted
EDUCATIONAL MATERIALS
Attendee binders/folders
Directional signs created/posted
Educational material prep/copying
Generation of attendee list to provide to each attendee
Material distribution
REGISTRATION
Establish system for registration/refunds/cancellations established
Collection of fees
Preregistration
Computerized pre-site/on-site
Name badges
Provision for walk-ins and late-comers
Collection of badges (if reusable) at end of workshop
DAY OF WORKSHOP
Staff on site: identifiable and trained
Back up supplies/equipment available
Emergency technicians/staff designated

3. Equipment on site and functioning properly
Evaluations created/printed/distributed/collected
Facilitators prepared/on site
Food/refreshments in place
Signs posted
EQUIPMENT
A/V needs
Back up equipment (right down to extra dry erase markers)
Computers
Electrical outlets
Phone/cable/internet lines
Experienced staff to operate equipment/problem solve
Extension cords
Surge protectors
Communications means (i.e. two-way radios) between staff throughout facility)
Furniture set-up: speakers/facilitators/exhibitors/attendees
Cloth & drape
Trash cans
Recycling bins
SUPPLIES
Duct tape
Felt markers
Name badges & extra quantities
Note pads/scratch pads
Paper clips
Pens/pencils
Scissors
Stapler/staples
Straight pins
String/rope
Tape
POST WORKSHOP FOLLOW-UP
Post event PR in the media
Bills paid
Tally/assessment of workshop evaluations
Notes made for how to do the next event even better
Thank yous: to presenters, facility, staff, others?
Lost & left items returned to owners
On to next project!
www.eventina.com