When hosting a big event you need to make sure that everything goes smoothly and every last detail is addressed. There are a thousand little things that can go wrong and this is why you need to follow a carefully prepared event management checklist that lists all of the steps required to hold your next major event. Here is a checklist that you can use when planning your next important function.
Initial Planning
- Decide on the goals and theme of your event
- Choose a date and time
- Select a format and outline a program
Budgeting
- Decide exactly how much you can spend on the event
Build a Timeline
- Start with the date of the event and work backwards
- Jot down every major task
- Note who is responsible for each task
Venue
- Choose a venue that fits into your budget
- Visit the venue and make sure it has everything required by your event
- Book the venue and pay the deposit
Service Providers
- Hire a photographer
- Hire lighting and sound people
- Select a caterer and pick a menu
- Buy signs and banners
- Hire people to do security and parking
Set the Program
- Choose or hire a Master of Ceremonies
- Select, contact and book guest speakers
Invite Your Guests
- Draft an invitation letter
- Compose your guest list
- Print and mail invitations
- Record everyone who RSVPs
Publicity
- Design ads for your event
- Issue press releases
- Purchase advertising for your event
- Post flyers
Program
- Write out detailed program with exact times
- Compose a briefing for your speakers
- Prepare information packets for your speakers
- Make sure the speakers have your contact information
- Develop your final guest list
- Print name tags for all confirmed guests
- Prepare hand outs and gifts for guests
- Prepare a seating chart
- Prepare your multimedia presentation
- Coordinate and finalize the plans for music and sounds
Wrap-up
- Gather and collect all invoices and receipts
- Prepare a summary of what went right and wrong for next time
- Write thank you letters to everyone who made your event a success