Event Planning Checklist

To put on any great event, you need to stay organized, meet deadlines and keep track of what you have completed and what you still need to take action on. I have compiled a sample Event Timeline for all those individuals out there that are putting on an event and may be feeling a little overwhelmed with all the details. Be sure that when you create a timeline for your event, you add two columns to the right hand side of your timeline. One column should be your target date for completion of each task and the 2nd column should be the date you actually complete each task. Creating a timelne / checklist may not eliminate all stress and/or confusion, but it should at least get you started in the right direction!

Four to Six Months Ahead:

Confirm number of attendees
Set budget
Perform site inspections
Reserve venue
Book Entertainment
Book speakers
Set preliminary Agenda
Begin collecting phone numbers and email mailing addresses of participants
Determine Theme (if applicable)

Two to Three Months Ahead:

Assemble the meeting or event package (announcements, registration, venue information, etc...) for participants
Mail invitations and/or registration packages
Confirm speakers and panelists
Contact caterers
Contact wine and spirit suppliers
contact florists
Confirm AV requirements
Contact Av and computer Specialists
Order gifts and other giveaways

One to Two Months Ahead:

Make sure all contracts are signed
Review contracts with legal counsel
Review speakers assign,ents
Review all menus, room setups. etc...
Review equipment list with technicians
Begin assembling ideas for registration (kits, badges, vouchers, etc...)
Finalize menus
Finalize Decor and floral arrangements

One Month Ahead:

Rehearse format with the venue and determine room setups, podium placements, etc...
Make sure there are enough electrical outlets
Gather necessary equipment cables
Discuss which welcome basket will be in which room if using a hotel
Alert your venue to your VIP's
Confirm guest list

Ten Days Ahead:

Draft another checklist to ensure that nothing was overlooked
Review the guest list
Prepare seating charts

Three Days Ahead:

Prepare name tags and badges
Verify banquet orders
Confirm all special services (catering, floral arrangements, etc...)
Assemble a tool kit for emergencies (include masking tape, pens, extension cords, etc...remember whatever CAN go wrong, WILL go wrong :)

The Day Before:

Go over checklist again
Get cash ready for gratuities
Review duties with staff members
Make sure signage and directions are complete
Prepare a list of critical phone numbers
Confirm outside vendors (e.g. AV specialist, musicians, chauffeurs)
Accumulate all delegated materials

The Day of:

Bring your checklist and notebook
Bring your assembled "emergency tool kit"
Bring your important phone numbers
Have the alphabetized attendee list and name tags available at reception desk or registration table.
Have extra name tags
Have a guest head count
Set out table numbers and place cards according to your seating chart
Solicit business cards and cell phone numbers from on site staff

After your event:

Pay outstanding bills
Write Thank you notes
Complete expenditure list and compare against budget
Distribute gratuities.

Good luck and happy planning! :)