Event Planning Checklist (Page 4 of 6) in pdf

Event Planning Checklist Page 4

2 W eeks O ut

• Send o fficial c onfirmation i nformation a nd l ogistics t o a ll p articipants ( partner

organizations, v olunteers, t he m edia, s peakers) w ith s uggested a rrival t ime, s et-‐

up i nstructions, c ontact i nformation, p ower a vailability a nd p arking. K eep i n m ind

that s peakers a nd v olunteers s hould h ave a n e arlier a rrival t ime t han m edia a nd

guests t o e nsure t he e vent c an s tart o n t ime.

• Reach o ut t o v olunteers t o t hank t hem a nd c onfirm t heir a ssignments a nd

arrival t imes. A ssign w orking g roup m embers a nd v olunteers s pecific d uties

before, d uring a nd a fter t he e vent. T asks m ay i nclude:

o Set-‐up/tear-‐down

o Volunteer c oordination

o Parking/security

o Participant c heck-‐in a nd a ssistance

o Attendee c heck-‐in

o Information b ooth s taffing

o Follow-‐up c are i nformation

o Photograph t he e vent a nd p articipants

• Continue t o “ crowd b uild” – a nd a sk e very p artner o rganization t o d o t he s ame.

A g ood w ay t o d o t his i s t o s hare a t emplate i nvitation t hat p artners c an e asily

send t o t heir m embers.

• Conduct a f inal w alk-‐through o f t he s ite w ith t he v enue r epresentative. C onfirm

event s et u p, r ental n eeds a nd t iming—both w hen y ou’ll b e a ble t o a ccess t he

space, a nd w hen y ou’ll n eed t o v acate i t.

• Finalize d esigned m aterials

• Create a " day o f e vent" c hecklist w ith a m inute-‐by-‐minute t imeline.

• Create a s ign-‐in s heet t o r ecord t he n ames, o rganizations a nd c ontact

information o f a ttendees f or t he e vent.

• Buy f ilm o r d isposable c ameras t o d ocument t he e vent, o r h ire a p rofessional

photographer.

Week o f E vent

Event Planning Checklist Page 4