Event Management – Checklist

Event management is one of the most thrilling careers available. The average event planner is a busybody in charge of creating a great experience for attendees.

Start at the Beginning
When deciding where to start in writing your event planning checklist, think about laying a solid foundation for your event. Before selecting color schemes and ordering flowers, you have to tackle the basics. From signing contracts to negotiating a block of rooms, everything needs to be written on your checklist, no matter how large or small. The key is to first take care of any tasks that can be completed in advance to allow more time in your schedule for those to-do items that occur closer to the event date.

Some examples of items to include in your event planner checklist:

• Sign contracts (with client, venue, vendors, etc.).
• Confirm date and time with venue
• Hire entertainment (band, speaker, etc.)
• Secure hotel block
• Mail invitations
• Select menu
• Hire waitstaff
• Confirm the number of guests
• Walkthrough of site
• Confirm room set up

Allow Extra Time
With every item on your event checklist, add extra time. If the date to actually mail the invitations is March 15, put an item on your list to have the invitations ready for mailing March 8, one week prior. That gives you some extra time should something go awry with the invitations or if you are behind schedule for another reason.

Include Reminders on Your Checklist
It is not enough to write “sign contract with caterer” on your checklist and then check off the box when completed. You will need to make sure that the caterer has received a copy of the contract and has returned a signed copy to you as well. So for every big item, you add to your checklist, include a reminder. For example, “Follow up with caterer re: contract.” Add another, later reminder that reads “Received signed contract from caterer.” It is not uncommon to tackle a task and consider it done when it really was only completed on your side.

Read next the 5c's of the event management.

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A1 Hotel & Resort – MICE Department