Event Planning | Event Management Checklist

Fairlawns Luxury Estate. Johannesburg
Fairlawns Luxury Estate. Johannesburg

If you are a novice at event planning, you may feel that event management is difficult.

Well itís not. Event management is a hard job. But itís not difficult. You need to use event management checklist templates and action plans to start planning events efficiently.


All event management office preparations can be made by using some type of task management software which will help you to efficiently plan and schedule items in your event agenda...

To help you:

organize event management work and hold events of any kinds in the best way taking into account event location, time and date.

engage event management organizers in event preparation and hosting

notify all attendees of the forthcoming event

minimize event management risks

Hold regular event management workshops to discuss details of the forthcoming event with key participants and event management assistants.

Prepare and show event management presentation to all people involved in your event organization.

Deciding on the event type and defining the key event characteristics.

Firstly define the type of event you are going to arrange. It can be a corporate golf day, an awards ceremony, a private corporate banquet or a public trade show.

According to the chosen event type, you need to set event characteristics and include them in your event agenda.

Key event characteristics are:

The format of corporate or public events can be organized in different formats. Basic event formats are party, cocktails, gala dinners, product launch, and reception.

  • Event location and venue
  • Event completion and opening dates
  • Number of guests to
  • Alphabetized guest list.
  • Special and VIP guests on a SEPARATE list.
  • Guest contact details - phone numbers, e-mail addresses
  • Event budget accounting for publicity, decorations, food and beverage, entertainers, transport, insurance, first aid equipment, media people, licenses and permit fees. See: Budget Planning
  • Entertainment.
  • Keynote speakers.
  • Photographer/videographer

Preparations. Do you need?...

  • Publicity broadcast media
  • Brochures and leaflets
  • Posters and banners
  • Door gifts
  • Buntings and decorations
  • Video and flash presentations

Event Management Operations

To better control your event, keep your event agenda with you during the course of the event, so that you can take immediate action if and when necessary.

Use the attendee list to check who has arrived and who is still absent.
Make sure all participants and event management assistants under your control are ready to go.

Have an emergency contact list on hand.

Some general evaluative event management profile criteria include:

Event Pre-Planning

  • Objectives
  • Audience
  • Message of the Event
  • Costs
  • Dates
  • Location

Types of Invitations

  • Phoned
  • E-mailed
  • Printed, informal
  • Printed, formal
  • RSVP return card
  • RSVP by telephone
  • Reminder mailing

Event Program

  • Topics
  • Speakers
  • Speaker contact
  • Speaker agreements, honoraria
  • Equipment needed
  • Biographies
  • Introductions

People Logistics

  • Hospitality
  • Transportation
  • Accommodation
  • Mementos

Event Venue Facilities

  • Number of people
  • Auditorium-type seating
  • Conference room seating
  • Table shapes: O, U, V
  • Menu service needed
  • Parking
  • Directional signs
  • Marquee sign(s)

Equipment Requirements

  • Lectern
  • Podium
  • Public address system
  • Microphone(s): Neck, podium, table, floor
  • Raised platform
  • Projection screen
  • Video projector
  • Remote control cord
  • Overhead projector
  • Flip charts, markers
  • Extension cords
  • DVD player and monitor:
  • Lap top to Screen

Publicity & Promotion Considerations

  • Mailing lists
  • Promotional mailings
  • Posters, flyers
  • Advertising
  • Media contact
  • Media fact sheets
  • News releases
  • Talk show appearances
  • Press packets
  • Press room
  • Special phone lines and internet connectivity for media

Event Photography

  • Stills
  • Video
  • Hire photographer
  • Shot list for photographer

Event Food & Beverage Arrangements

  • Menu selection
  • Caterers
  • Schedule
  • Type service (buffet, seated)
  • Tables for 6, 8, 10
  • Head table
  • Place cards
  • Seating diagrams
  • Beverages
  • Hospitality room service

Printed Program

  • Agenda
  • Speakersí biographies & photos
  • Organization information
  • Lists of officers, committees
  • Lists of sponsors, contributors
  • Design and printing
  • Quantity
  • Distribution

Registration

  • Registration form
  • Bank account
  • Reporting system
  • Registration confirmation

On-site Registration

  • Pre-registration list
  • Tables
  • Computers, collateral equipment
  • Personnel
  • Cash receipts
  • Programs
  • Name badges
  • Goodie Bags
  • Ticket sales
  • Host identification
  • Venue signage

Transportation

  • For equipment
  • Lease or charter vehicles
  • To and from parking areas
  • For speakers & special guests
  • Between locations
  • Signs on vehicles
  • Publish or post schedules

Escorts or Guides

  • For speakers
  • For special guests
  • For tours, exhibits, etc.
  • Aboard shuttles / buses when needed

Event Decor

  • Set the theme
  • Entrances and exits
  • Speaker platform
  • Head tables
  • Dining tables
  • Hospitality suite

Access Ticketing

  • Prices
  • Advance sales
  • Printing
  • Distribution
  • Sales reports
  • Ticket and money control
  • Complimentary tickets
  • Press tickets
  • Sales at doors
  • Collection at events

Additional Considerations

  • Valet parking
  • Bad weather planning
  • Exhibits, displays
  • Security
  • Technicians for equipment
  • Disaster management
  • Ambulance on stand-by
  • Police, traffic control, security

Post Event Evaluation Process

After the event is finished, take some time to evaluate it while the details are fresh.
You can request event participants to complete a questionnaire to get formal or informal feedback.