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Event Management Checklist PDF

The document provides a checklist for event management with over 30 items divided into categories like budget, venue, program, invitations, publicity, logistics, documentation, and acknowledgements. It details the tasks required, recommended timeframe before the event, and responsible person for each item. The checklist is a comprehensive guide to help event planners effectively organize all aspects of an event from initial planning through execution and follow up.

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yusva88
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244 views

Event Management Checklist PDF

The document provides a checklist for event management with over 30 items divided into categories like budget, venue, program, invitations, publicity, logistics, documentation, and acknowledgements. It details the tasks required, recommended timeframe before the event, and responsible person for each item. The checklist is a comprehensive guide to help event planners effectively organize all aspects of an event from initial planning through execution and follow up.

Uploaded by

yusva88
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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Lo Draft-16 July

Event management checklist

Item Task Detail Recommended Time Responsible Person


before the event
Event Objectives and theme Confirm desired outcomes; tailor event ideas 4-6 weeks
accordingly.
Date and time Check for event clashes and then select a date/ 4-6 weeks
time.
Program Select and confirm a format. 3-4 weeks

Budget Estimate Plan Draw up a budget to include venue hire, catering, 4-6 weeks
AV, publicity, artwork, printing, insurance and
other costs.

Timeline Plan Develop a timeline to include all major tasks, 4-6 weeks
assigning a task deadline and responsible person.

Venue Site inspection Check lay-out, location, traffic patterns, disability 4 weeks
accessibility.
Booking Book one with suitable size, facilities and location 2-4 weeks
for your event.
Contingency plan If outdoors, have a plan B for inclement weather. 2-4 weeks

Services Book photographer. 2-4 weeks


Organise audio –visual, sound check and lighting. 2-4 weeks
Book a caterer, confirm menu selection and 2-4 weeks
follow-up.
Organize signage, banners and other display 2-4 weeks
materials.
Lo Draft-16 July

Item Task Detail Recommended Time Responsible Person


before the event
Security and parking Obtain security, parking and accessibility details. 2-4 weeks

Program Guest speakers Invite; make arrangements for participation. 6-8 weeks
Master of Ceremony Invite; confirm participation. 4 weeks
Invitations Wordings Draft invitation and get approval for text. 4 weeks
Guest list Develop and circulate to stakeholders for approval. 4 weeks
Printing Print/write out the invitation cards or letters. 3-4 weeks
Mail-out Coordinate mail-out of all invitations. 3-4 weeks
RSVPs Record RSVPs and develop name list of expected 1 week
guests.

Publicity Advertisements Organnise artwork/ design/text approvals/ printing. 2-3 weeks

Media Provide information to the Media Unit for press 2 weeks


releases.
Other mediums Release information through other mediums. 2 weeks
Posters and flyers Distribute in visible approved areas. 1 week

Logistics Order of Proceedings Draft and circulate to stakeholders for approval. 2 weeks
Events Brief for Compile a Event Brief to include:
Speaker(s) • speaking notes; 1-2 weeks
• expected audience and other VIPs in
attendance;
• Program;
• campus map indicating parking areas;
and, mobile contacts of two events staff for last
minute emergencies.
Lo Draft-16 July

Item Task Detail Recommended Time Responsible Person


before the event
Speakers/VIP liaison Send Event brief to the guest speakers. 7-10 days
Security/parking Arrange and confirm any necessary requests. 1-2 weeks
Final RSVP List Develop a final guest attendance list from RSVP’s. 2 days
Name tags / place cards Print or write out from the final RSVP list. 1-2 days
Event hand-outs Coordinate programs, certificates, plaques,
information brochures, tickets, show bags, or other 1-4 weeks
hand-outs.
Seating charts Compile charts and place at the venue entrance. 2 days
Multi-media show Organise requirements for multi-media 2 days
presentation.
Music Coordinate selection and playing of required 1 week
music.
Additional equipment Oversee set-up of fax machines, computers, 1-7 days
photocopiers etc.

Documentation Invoices, petty cash, Supervise and manage. On-going


receipts, financial forms
Evaluation Sheet Compile, share information and file for reference. 1-7 days after
before the next event.
Acknowledgements Thank you letters/emails Distribute thank-you’s to all stakeholders. 2-3 days after the
event

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