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Event checklist

Use this checklist to keep on track as you plan your event and prepare for the day itself.

four weeks before event

  • Ongoing subject research
  • Start thinking about innovative / unique platforms for dialogue
  • Produce aims and objectives document
  • Start thinking about which evaluation processes you will use
  • Contact facilitator and other invited participants
  • Find a venue to suit the type of event
  • Start writing press release and putting together a list of potential people to send it to
  • Write web site content

three weeks before event

  • Ongoing subject research
  • Confirm invited participants, their AV requirements, and their parking requirements
  • Send confirmation letters
  • Brief facilitator
  • Redraft aims and objectives document
  • Write advertising copy and start thinking about appropriate marketing opportunities e.g. magazines, enewsletters, web site, flyers, posters, direct marketing
  • If issuing tickets record an answer machine message - detailing where / when / web site and opportunity for people to leave a message (check every day)
  • Launch web site at the same time as answer machine message or any marketing activities
  • Print any marketing material

two weeks before event

  • Ongoing subject research
  • Prepare background information and briefing for audience
  • Prepare evaluation material for the day (e.g.. questionnaires, interviews)
  • Ensure all staff are briefed
  • Send out action sheet
  • Issue tickets
  • Send out press release

one week before event

  • issue tickets
  • Change answer machine message to indicate that people can now pick up last minute tickets on the door
  • Check venue

day before the event

  • Contact participants to re-check arrangements and attendance
  • Let them know whom to contact on arrival.

on the day

You should arrive at least two hours before the event to arrange the following

  • Check with venue staff (especially those on entrance desks) that they know that there is an event, what it is called, what it is about, where it is and at what time and who the participants are
  • Leave mobile number for main contact person that they can contact in case of problems
  • If required, arrange seating, if it is a full set up from scratch this will take at least an hour
  • Take mailing list forms, audience list, evaluation material, any props that you might need, AV equipment, pens, glasses and water to the venue.