The stage is set, your agenda is prepared and sent out to all the registrants. You’re ready to get the ball rolling… or are you? You cannot be sure about the success of your event before it is over. Last minute crisis can leave you helpless and you certainly don’t want to fiddle while Rome burns. To avoid any last-minute event hiccups, use these important event planning checklists you need to remember before, during and after the day of the event:
Event planning checklist: One week before the event –
This checklist is prepared to ensure that all the services that you’ve requested are in place and exactly as you want. The following event checklist is not exhaustive, but covers all the important aspects that you should check at least a week before the event.
|
Tasks |
Status (Completed/WIP) |
Comments |
| Have all appropriate contacts’ information handy | Keep it at a place where you can easily retrieve it, like your phone | |
| Ensure all equipment are working and the quantity of any material ordered is correct, etc. | ||
| Recheck the schedule with the caterer | ||
| If possible, set up registration area a day in advance | ||
| Place parking and directional signs for attendees’ convenience | ||
| Deliver all event related material/equipment to the venue | ||
| It may sound trivial, but do check the weather forecast. | ||
| Be prepared to troubleshoot changes like revised speaker script | Prepare plan-b and keep fillers ready for instances where speaker doesn’t make it on time |
Event planning checklist: On the day of the event
This is the most stressful day for event planners. You’ve to arrive early at the venue and ensure that everything is set as per the expectations. This checklist, in particular, should be created with utmost care as you wouldn’t want to miss anything. Your ‘on the day of the event’ checklist should be largely packed with one important mantra – check, re-check and check again!
|
Tasks |
Status (Completed/WIP) |
Comments |
|
Do a last walk-through by arriving early |
||
| Recheck vendor and AV set-up | ||
| Make sure to carry the registrants’ list | Keep onsite check-in apps ready for quick check-in process | |
| Ensure all speaker-related material is in place and you have the badges ready | Arrange badge printers to avoid typos and misspellings |
Event planning checklist: After the event
Once the event is over, comes the three important things to do – feedback, evaluation and final communication. All the three steps are vital to identify event success and failures (if any), which will help you in chalking out better plans for the next event.
| Tasks |
Status (Completed/WIP) |
Comments |
| Handle invoices | ||
| Send thank-you emails | ||
| Update all marketing assets like websites | ||
| Share pictures on social media | ||
| Hold post-event meeting with key stakeholders | Prepare a preliminary post-event evaluation to report what went well and what needs improvement | |
| Send post-event survey to plan your next event |
These are basic event checklists to help you prioritise your tasks before, during and after the event. However, please remember, that these are generic event planning checklists that can be customised according to your event needs. Let us know what you would add more in your event checklist in the comments section below.
Good luck with your events!
