While every event is unique, there are some guidelines and timing checklists that you can apply to make your job easier and more efficient:
18 months before:
- Decide on the goals and purposes of your function and keep these in mind throughout the planning process.
- Start to identify a few possible dates on which to host your event. Try to confirm this as soon as possible.
- Set up a comprehensive, reasonable budget.
- Prepare a potential guest list.
- Start to draft the basic agenda.
- Create a website for your event.
- Establish basic action plans with corresponding timelines.
- Decide on what service providers and vendors you will require ( guest speakers , caterers , decorators etc…).
- Delegate different event elements to different individuals for them to manage.
- Prepare and send out requests for funding or sponsorships.
- Establish what the registration or entrance fee will be and implement cancellation policies.
- Draw up and distribute policies and procedures for all involved.
- Start to prepare a calendar of site inspections and staff meetings that will serve as ‘regrouping’ sessions throughout the planning process.
- Draw up a list of everything that will need to be printed and designed , including quantities and sizes, if possible.
- Request proposals from various potential vendors and start to consider these now.
- Arrange specific event insurance coverage.
- Produce floor plans if there will be exhibitors or a stage with sound and lighting equipment.
15 months before:
- Form the various committees and teams that you will require.
- Begin to plan and implement your promotional strategy.
- Write and submit press releases as well as some of the other promotional initiatives to begin raising awareness.
- Re-evaluate the budget to ensure that you are sticking to it. Confirm a final event budget.
- Identify and outline specific needs for the venue , catering , décor , flowers, music / entertainment , guest speakers , photography , security, design, printing, and so on. Write up formal requirement contracts so that all of your needs are explicit and in writing.
- Remember to organise translation technology or equipment, if necessary (in sign language too).
- Invite and confirm your guest speakers.
- Choose snacks and welcome drinks.
- Choose your menu (keeping different dietary needs in mind).
- Discern audiovisual requirements and order accordingly.
- Finalise the booking of the venue.
- Book accommodation and transport for your guests and delegates, if necessary.
12 months before:
- Forward your tentative programme of events to your venue(s).
- Prepare the design, layout and content for your promotional material for the event.
- Decide on whether you will have awards and establish the categories.
10 months before:
- Compile a list of the suggested topics and the speakers that would address these. Sort these into a programme so that topics and presenters are not repeated on the same day.
- Decide on whether you will have events for non-participating spouses / families and plan these.
- Book specific conference or meeting rooms at your venue if you will be holding smaller meetings here or preparing for the main event (such as the bride and her entourage requiring one of the rooms in which to have their hair and make-up done).
- Confirm your vendors and suppliers.
- Advertise your event in magazines and newsletters .
- Begin confirming your sponsors.
8 months before:
- Advertise in professional magazines.
- Confirm all exhibitors, speakers and sponsors.
- Draw up a final nominee list for all prizes.
- Get all of your delegate or guest requirements finalised and printed (name badges, programmes, gifts, favours, etc…).
- Sketch plans of each venue / room and exactly where everything will go.
- Visit the venue(s) again and finalise any outstanding requirements. Inform them so that these can be arranged on time.
- Begin the receipt of registration forms or RSVP’s and confirm these with the guests or delegates.
- Source volunteers, if necessary (for parking, security, ushers, etc…).
- Compile a registration list.
- Finalise the programme and schedules.
4 months before:
- Email a promotional electronic brochure / invitation to potential guests and delegates depending on space available after the bulk of the RSVP’s have been received.
- Select prize winners and order the prizes.
- Choose guest favours or conference gifts for each delegate and order them.
- Print tickets.
- Choose the food and drinks.
- Order furniture and décor .
- Identify the need for various staff members during the event and assign these ones the responsibility, briefing them in full. Remember that all briefs should be supplied in writing.
- Confirm signage and plaques.
2 to 4 months before:
- Release a special newsletter or announcement about the event.
- Confirm every product, service and exhibitor one more time.
- Adjust the budget, if necessary.
- Consider the on-site staff needs and alter these if they need to change somewhat.
- Conduct a site inspection with your security company and let them know of any high-profile guests or delegates, who may be under threat.
- Establish the protocol for risk management.
- Print all of the material, including on-site registration forms.
- Distribute your written requirements to every service provider and vendor.
Day of the event:
- Receive and record all equipment and supplies.
- Assess all of the arrangements for VIPs, the elderly, children or the disabled.
- Brief all of your staff members as to their responsibilities and the chain of command. Reiterate the importance of open communication.
- Review the requirements for each day.
- Review the invoice with your venue(s) and confirm that everything is correct (this may change from day to day if your event lasts for more than one day, as unexpected issues arise).
- Collect and set up all rented equipment.
- Physically assess the venue, ensuring that everything is in place and correct (e.g. make sure that there are no dangerous wires for your guests to trip over).
- Check that the registration packs or guest favours are all packaged correctly and that there are none missing.
Photo Credit: Global Trend Traders
