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Event Planning Checklist
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By Debi Kinney
To Start:
- Determine the purpose of the event.
- Select a date and time, plus a backup date or two.
- Determine how many people will be attending the event, and what their expectations are.
- Determine if selecting a theme will be helpful in reaching the end goal of the event.
- Outline your budget for each aspect of the event.
- Start promoting your event to the attendees via a "save the date" postcard, email or the like.
- Visit EventConnection360.com for location and vendor ideas and customized recommendations.
Venue Selection:
- Research venues that will carry out your vision for the above.
- Setup site inspection appointments so you can visually compare each venue based on services offered; Request a floor plan.
- Find out about any simultaneous functions taking place at the same time as yours.
- Discuss any renovation plans and completion dates. Make sure there is a contingency in case the renovation extends into your event date.
- Get references from two to three other groups of similar scope and size that have held events at the venue you feel is best for hosting your event.
- Ask for a preferred vendor list from the venue you select.
Transportation:
- Know distances or drive times for guests; Create maps with directions
- Ask about parking facilities and the cost to use them.
- If you will be hiring a transportation provider, gather two to three estimates on pricing for the same services.
Food and Beverage:
- Make an appointment with the caterer or banquet manager to discuss the menu options.
- Decide on the menu format: breakfast, lunch, dinner or reception, and then plated or buffet.
- Research or talk with the caterer about current food trends, how to tie your theme into the menu or what creative ideas they suggest for making an impact on the guests with what is being served.
- Confirm the deadline for communicating the final headcount.
- Arrange for bar service, if applicable, by determining if you will offer a hosted bar or cash bar. Drink tickets are also an option to consider. Find out how drink pricing is calculated (by the person, by the drink or by the bottle). You can also set a time or money limit for hosting drinks.
Invitations:
- Send out invitations to your event about two months in advance, with an RSVP date noted at least one week before the guarantee is due to any service providers (venue, caterer, transportation company, etc.)
- Create a method for guests who will be in attendance to let you know about any special needs they have (dietary, mobility, etc.) so that you can make arrangements for them.
- The day after the RSVP date, follow up with people who have not yet made reservations.
Other Services:
- Arrange for any additional needs such as centerpieces, decor, prizes, teambuilding activities, etc.
- Confirm what specific equipment will be necessary for this event, including audio/visual, decor, registration furniture, staging, handout materials, etc.
- Organize entertainment, music and a photographer.
Week Of the Event:
- Confirm final arrangements with service providers (venue, caterer, transportation, etc.)
- Make sure all balances/deposits are paid and confirm final payment policies for each service provider.
- Communicate any special arrangements needed to service providers.
- Prepare any materials needed, such as directions to the venue, handouts, etc.
Day Of the Event:
- Enjoy! Let the venue representative and event planner handle the details for you that's what they are there for.
Day After the Event:
- Communicate your feedback to all service providers.
- Send a follow-up email to all attendees, thanking them for their participation and asking them for feedback on the event.
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