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Event Logistics

The document provides a checklist for event planning from 4-6 months ahead to the event day. It outlines key tasks such as establishing goals, selecting a venue, developing a budget and publicity plan, recruiting speakers and sponsors, handling logistics like registration and permits, and confirming details closer to the event. The checklist is meant to aid comprehensive planning over several months to ensure a successful event.

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Francisco Orellan
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Download as PDF, TXT or read online on Scribd
399 views

Event Logistics

The document provides a checklist for event planning from 4-6 months ahead to the event day. It outlines key tasks such as establishing goals, selecting a venue, developing a budget and publicity plan, recruiting speakers and sponsors, handling logistics like registration and permits, and confirming details closer to the event. The checklist is meant to aid comprehensive planning over several months to ensure a successful event.

Uploaded by

Francisco Orellan
Copyright
© © All Rights Reserved
Available Formats
Download as PDF, TXT or read online on Scribd
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Event Planning

✓Checklist
The Ultimate Event Planning Check List

High Level Planning: 4-6 Months Ahead of Event *


Establish event goals and objectives
Select date
Identify venue and negotiate details
Develop Event Master Plan
Get cost estimates (e.g., room rental, food & beverages, equipment, speaker fees, travel,
etc.) and create a budget
Recruit event committee, event manager or chair and establish sub-committee chairs
Create and launch publicity plan & brand your event (ensure staff and/or volunteers are
identified to manage specific tasks – e.g., media relations, VIP coordination, printed material
design & printing coordination, signage, online /social media, etc.)
Identify and confirm speakers/presenters/entertainers
Identify and contact sponsors/partners

*start your planning as early as possible.


3-4 Months Ahead of Event
Speaker/presenter/entertainer liaison: e.g.: o finalize presentation/speech topics
o get bio information, photo
o travel & accommodation arrangements
o have contracts signed if appropriate, etc.

Financial/Administration: for example, determine: o Registration fees


o Set up/enable online registration
o Sponsor levels/amounts
o Identify items to be underwritten and accounting tracking details

Venue/logistics planning, e.g.: o Investigate need for any special permits, licenses,
insurance, etc.
o Determine and arrange all details re menu, A/V equipment, registration set-up, parking,
signage, etc.
o Review security needs/plan for the event with venue manager

Publicity: Follow publicity plan, e.g., o Develop draft program


o Create draft event script (e.g., MC, speaker introductions, thanks, closing, etc.)
o Develop publicity pieces -- e.g., newsletter articles and/or ads, radio spots, print blog posts
articles for submission to other publications and/or ads, etc.
o Request logos from corporate sponsors for online and printed materials
o Develop and produce invitations, programs, posters, tickets, etc.
o Develop media list & prepare News Release, Media Advisory, Backgrounder and all media kit
materials (e.g., speaker info, photos, etc.)
o Create event page on your website
o Enable/create email event notifications
o Create a Facebook event page
o Develop a promo video and post on YouTube and your Facebook page
o Register your event on a variety of online event calendars
o Create some buzz on your blog or member forums
o Determine VIPs and create invitation & tracking document (e.g., spreadsheet)

2 months prior to event


Send reminders to contact list re registration/participation
Presenters/Speakers: e.g.: o Confirm travel/accommodation details
o Request copy of speeches and/or presentations

Sponsorship: Follow up to confirm sponsorships and underwriting


Publicity: o Release press announcements about keynote speakers, celebrities, VIPs
attending, honourees, etc.
o Post your initial event news release on your website and circulate to all partners, affiliated
organizations, etc.

1 day ahead
Confirm media attending
Ensure all signage is in place
Ensure registration and media tables are prepared and stocked with necessary items (e.g.,
blank name badges, paper, pens, tape, stapler, etc.)
Ensure all promo items, gifts, plaques, trophies, etc. are on-site

Event day
Ensure you have copies of all instructions, directions, phone numbers, keys, extra parking
permits for VIP guests, seating charts and guest lists with you
Check-in with each Committee Chair to ensure their team is on track

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