Planning an event at 51污漫? Use this checklist to help guide you through each stage of the planning process, from selecting a venue and coordinating services to preparing for event day. Not every item will apply to every event, but reviewing each section will help you stay organised and ensure nothing is overlooked.
- Confirm event basics
- Confirm the date and time of the event.
- Confirm the type of event, such as dinner, reception, lunch, ceremony, or meeting.
- Develop the event budget.
- Estimate attendance.
- Choose the venue.
- Meet with Marketing
- Determine the visual image or creative direction for the event.
- Confirm if printed or electronic invitations are needed.
- Confirm if an event webpage is needed.
- Confirm if a printed program is needed.
- Confirm audio-visual requirements
- Confirm microphone and podium needs.
- Confirm if video, recording, or webcasting is needed.
- Confirm sound and lighting requirements.
- Confirm if a riser or stage is needed.
- Confirm if a sound technician is required.
- Coordinate facilities, décor, parking, and security
- Coordinate room or building cleaning before the event.
- Coordinate clean-up after the event.
- Confirm décor needs, including lighting, flowers, banners, and flags.
- Confirm if parking passes are required for guests.
- Confirm event security needs.
- Prepare the invitation list
- Compile the invitation list.
- Circulate the invitation list for review.
- Approve the final invitation list.
- Send invitations 5 to 6 weeks before the event.
- Confirm whether invitations will be electronic, printed, or both.
- Coordinate catering and hospitality
- Complete a venue site visit, if needed.
- Request a catering quote.
- Confirm the catering contract, including rentals.
- Confirm liquor licence requirements, if applicable.
- Confirm final catering numbers one week before the event.
- Confirm speakers and program details
- Confirm the number of speakers and keep the program as focused as possible.
- Confirm the duration of remarks for each speaker.
- Provide key messages to speakers.
- Review draft remarks.
- Liaise with a speech writer, if needed.
- Prepare emcee remarks or a script.
- Confirm the order of speakers.
- Confirm protocol requirements, including introductions, titles, and First Nations welcome.
- Plan recognition, gifts, and photography
- Draft plaque or recognition signage, if needed.
- Circulate and approve plaque or signage copy.
- Confirm speaker gifts, if needed.
- Create a photographer shot list.
- Submit the photographer request online.
- Coordinate communications and media
- Contact Communications if a media release is needed.
- Prepare content for the media release.
- Confirm the release date.
- Manage RSVPs and seating
- Confirm who is responsible for RSVPs.
- Set up online or print RSVP tracking.
- Monitor RSVP numbers in case the venue or event setup needs to change.
- Prepare a dinner seating plan, if needed.
- Confirm special reserved seating, if needed.
- Prepare staffing and volunteer support
- Develop a staff or volunteer task list.
- Assign volunteers to specific tasks.
- Schedule breaks and meals.
- Provide orientation the day before the event.
- Prepare an FAQ about the event and guests.
- Prepare briefing notes for the host
- Summarize the event.
- Summarize the program.
- Include the number of guests.
- Include an alphabetical list of guests attending.
- Include speaker biographies.
- Include notes about notable guests.