Event Planning Checklist
Quick Reference:
Getting organized and planning ahead for your sales meeting, awards banquet or corporate event is critical to your success. Here's a checklist to help you stay ahead of the deadlines. The time frames may vary depending on the event you are planning.
Six Months Out
- Determine the objective of the event
- Check on conflicting events in area and/or venue
- Prepare your budget
- Select an event coordinator
- Visit potential sites
- Research themes and decor
- Get cost estimates for site rental, audio visual, food, drinks,
- Get recommendations for entertainment
Four Months Out
- Plan in-office pre-event meeting
- Book meeting venue
- Prepare letters of agreement
- Select primary vendors
- Select theme and décor
- Invite speakers
- Notify attendees
- Design theme graphic logo, welcome signage, graphics and displays
- Make travel arrangements
Two Months Out
- Finalize agenda
- Finalize contracts with vendors
- Monitor speakers' presentation materials
- Confirm speaker's schedules
- Prepare printing for invites, etc.
- Compile mailing list
- Mail attendees invite, suggested dress and other instructions
- Produce room setups and layout drawings
- Confirm airline, hotel and car reservations
- Invite VIPs
- Produce graphics and displays
- Book photographer
- Set menus for food and beverage
- Secure permits and insurance
- Hold briefing meeting for staff
- Send reminder to upper management about meetings, include agenda.
One Month Out
- Confirm room set up, audio visual needs, agendas in writing
- Order gifts for presenters and VIPs
- Check speakers presentations and AV needs
- Confirm printed signs and graphics
- Confirm staff
- Gather welcome packets and literature
- Hold pre-show briefing meeting in office to
- Review agenda
- Rehearsal schedule
- Create binder with
- Copies of all contracts
- Phone numbers of all speakers and vendors
- Insurance documents
- Ship materials to arrive 24 hours before your arrival
Upon Arrival
- Check with hotel about reservations, as well as any meeting rooms and catering
- Inspect shipped materials to ensure they arrived and are in good condition
- Set up registration area
- Have petty cash available
- Be sure VIPs are set
- Confirm meal functions and refreshments
- Supervise room setup
- Check sound and light equipment
- Supervise speakers' rehearsals
- Hold pre-show briefing with staff
During Show
- Supervise registration and check-ins,
- Supervise food and drink schedules
- Sign banquet checks each day
- Keep an ongoing record of expenses
- Conduct daily meetings with staff
- Supervise room dismantle
- Make arrangements for return shipping
After Show
- Post meeting review
- Send thank-you notes
- Start planning the next show