The ultimate checklist for event planners

4. Define the Event Objective (WHAT andWHY) • Define the main purpose of theevent • Define the type of the event (For e.g. - Charity, Promotional,etc.) • Define the theme of theevent • Define the Target Audience(WHO) • Define the Date and Time(WHEN) • Choose a tentativedate • Check if the weather and the season would interfere with yourevent • Check if the date clashes with other majorevent • Check the availability of venue, speakers, etc. on the given date • Finalise thedate • Choose tentativetimings • Check the availability ofvenue • Check the availability of permissions if it is a late night timing • Finalise thetimings • Define theExhibitors • Choose the type ofexhibits • Define what you need toexhibit • The exhibits are in sync with the venue theme • Define the demographics of the exhibitors who might be interested • Get an estimate of the number ofattendees • Define youraudience • Define the demographics of the desired attendees • Define the connecting characteristics of the attendees(For • e.g. – alumni of the sameschool) • Number ofattendees • Number of attendees who have attended previous similar events • The number of attendees you are planning toinvite • The number of VIPs and Guests to be invited for theevent • The number of exhibitors you plan topermit

5. Pick up a Venue(WHERE) • (Check out the best venues for business conferences in Indiahere) • The Venue size is enough for the approximated number of attendees • The Venue theme is in sync with the theme or objective of the event • The Venue provides ample amenities required for the proposed event • The Venue has proper amenities for the proposedexhibitors • Create a Basic Action Plan for the event (HOW) • The primary objective of the event isdecided • The sub parts of the event aredecided • Define timings for each eventpart

7. EventManager • Deputy Event Manager (ifrequired) • Local AuthorityOfficial • Emergency ServicesOfficial • SchedulePlanner(s) • Anchor(s) • ExhibitionTeam • Exhibitors’Manager • Exhibition DesignTeam • Coordinators and assistants forexhibitors • VenuePlanner • SiteInspector • VenueDesigner(s) • LogisticsTeam • Security • SecurityHead • Gate SecurityTeam • Venue SecurityTeam • Parking SecurityTeam • Infrastructure and Utilities Official (Electricity, Water, Toiletries,etc.) • DocumentationTeam • Photographer(s) • Videographer(s) • Written DocumentationSpecialist • CateringTeam • SuppliesOfficer • Transport and AccommodationTeam • MarketingTeam • AccountsTeam • Sanitation and CleanlinessTeam • First Aid/ MedicalServices • Volunteers for the Event Day (Available to guide the attendees throughout)

9. Lay out an estimate of the BudgetRequired • Staff • Primary payments for thestaff • Addedincentives • Cost of travel, food and accommodation for the staff members • Venue andLogistics • VenueRent • Cost of Furniture, Décor,etc. • Cost of Technical Requirements (Projectors, microphones, etc.) • Cost of Dataconnection • Cost of licensing, contracts, permits,etc. • Cost of printing badges/IDs,etc. • Budget forCatering • Budget for Guest Accommodation • Budget for Travel and transportation of theguests • Internet UbiquityRequirements • Cost of creating an EventWebsite • Cost of creating an Event Application • Marketingexpenses • Cost of flyers andposters • Cost of paid social mediaadvertisements • Content Writing for variousadvertisements • WebDevelopment • Sponsorship (Find some tricks for getting an event sponsorship here) • List out your sponsorshiprequirements • Market Research for finding the potentialsponsors • Plan the number of sponsorsneeded • Plan the specific perks for thesponsors • Finalise the EventSponsors

10. Plan the TicketCharges • Various Ticketing Plans (e.g. – VIP, Premium,etc.) • Discounts onTickets • Online TicketingPlatform • Offline Ticketing Platform • On Venue Ticketing Platform • Payment options for the tickets (Card payments, net banking,etc.) • Plan the Exhibitors’Charges • RegistrationCharges • Basic Registrationfess • Advertising Costs StaffCosts • Logistics and amenitiesCosts • Follow-up advertising (ifapplicable) • Plan the parking Fees (ifneeded) • Parkingcharges • Payment options for the parking charges

12. Speakers • Speakers’List • Market Research for finding potential guest speakers related to theevent • Narrow down and prioritise the list of thespeakers • Contact the speakers to ensure theiravailability • Finalise the Speakers’List • Agendas of theSpeakers • List down the specialties of the finalisedspeakers • List down the required/preferred agendas for theevent • Confirm the agendas with thespeakers • Fulfil the special needs of the speakers (ifany) • Performers • Decide the type of entertainers you wish to invite (Comedians, Dancers, Musicians,etc.) • Market research the best performers available in the category chosen byyou • Filter them based on yourbudget • Confirm their availability on your requireddates • Finalise theirperformances • Fulfil their equipment and technicalrequirements • Ensure if they have any specialneeds • Exhibitors • Type of exhibitorsrequired • Type ofexhibits • Demographics of theexhibits • Inviting theexhibitors • Send out e-mail invitations to relevantorganisations • Post invitations on Social MediaPlatforms • Publish invitations in Mediachannels • Advertiselocally • Registrations • Create online and offline registrationportals • Ask for relevant exhibitdetails • Create Online and Offline RegistrationPortals • Filter out the exhibitors based on your requirements and preferences • Finalise theexhibitors

13. Exhibitors’requirements • Send out requisition forms toexhibitors • Create quantitative list of the requirements from the responsesreceived • Ensure the availability ofthem

15. List down the various tasks to be done in theevent • Speakers • Activities • Exhibitions • Leisure • Breaks • Food • Breaks • Plan out the various eventsessions • KeynoteSpeech • Who will be giving the keynotespeech? • What is the theme to be set-up with thespeech? • Timings and Duration of thespeech • ParallelSessions • Number of parallel sessions to run • Panellists/Moderators/Chairs/Speakers of the individual sessions • Timings and Duration for individualsessions • PanelDiscussions • Number of panellists to beincluded • Topics of the paneldiscussion • Duration and timings of thediscussion • Moderator for thediscussion • Number of audience memberspermitted • Round TableConferences • Timings • Finalise the exact eventtimings • Distribute them properly amidst the tasks to bedone • Define Move-in and Move-out time forexhibitors • The timings give proper time slot to exhibitors to set-up andwrap • The exhibition timings are enough according thetheme • Ensure the availability of the timings with thevenue • Ensure the availability of the timing with the VIPs andGuests

17. VenueBooking • Survey the various venue optionsavailable • Compare the event size and theme with theoptions • Check the on-site staffavailable • Check what kind of events have been held previously in the venue (Ask for references as well ifrequired) • What are the IT capabilities, Network Facilities, Technical Staff availabilities, etc. in thevenue? • Does the venue have ample space to host theexhibition? • How many exhibit stands can be putup? • What type of stands can be put up? (Modular orCustom) • Finalise a venue located in a targetedarea • Ensure the availability of theVenue • Ensure the permissions and licensing for theevent • Book theVenue • Logistics • Venue set-up anddesign • Venue set-up for the exhibition (stand designs, stand area,etc.) • Venue set-up for Panel Discussion (Panel set-up on the stage, seat for moderator on the stage, audienceseating) • Venue set-up for Round Table conference (Participants’ set up, audience setup) • Venue set-up for Parallel Conferences (Separate rooms, audience seating set-up in all the rooms, speaker/presenterseating) • Leverage the registration analytics to plan out the halls for differentsessions • Decorations andAesthetics • Decoration plan for thevenue • Items required for the decorations (with theirquantities) • Seating • Number of people to be seated on theStage • Stage seatingplan • Number of people to be seated in the audiencearea • Seating Plan of the audience are according to prioritisation of the attendees • Staging

18. ExhibitionStands • ITRequirements • Furniture • Stationary • AVRequirements • Other SpecialRequirements • Technical Requirements (Computers, Cameras,etc.) • Audio-Visual Requirements (Projectors, microphones,etc.) • Lighting andsound • Signs andHoardings • Signs and Hoarding for the eventpublicity • Signs and Hoardings for the eventvenue • Hoardings of the sponsors for the eventvenue • Dustbins • Name tags/ Badges/ IDs for the attendees and theorganisers • Arrangements for people with physicaldisabilities • Proper measures for theirentrance • Proper facilities for theirseating • TransportationFacilities • TransportationRoutes • Routes convenient for a majority of theattendees • Routes connecting major parts of the city to thevenue • Number of people requiringtransportation • TransportationVehicles • Accommodationfacilities • People to beaccommodated • The number of attendees/exhibitors to be accommodated on paidbasis • Number of guests to be accommodated • AccommodationVenue • Accommodation venue is close to the eventvenue • Accommodation venue has different suite options for theguests • AccommodationCharges • Charges of the different suite typesavailable • Multiple payment options for the accommodation charges

19. CateringRequirements • Number of meals to beserved • Number of attendees/ guests/exhibitors to befed • Types of meals required (Breakfast, Lunch, High Tea, Dinner) Menu for all themeals • Create a ParkingPlan • Define the approximate number of vehicles • Define the available parkingspace • Distribute the parking space in a priority order (Nearest for the VIPs,etc.)

21. Health care andFirst-Aid • An on-site health care and first-aidsystem • Health-care and first-aid materialrequirements • On call ambulance ready in case ofemergencies • VenueSecurity • SecurityTeam • Arms and Weapons for the SecurityTeam • Other Security Tools (For e.g. – CCTV Cameras, monitors,etc.) • Event Insurances (To protect your organisation from any lawsuits in case of injury, death, property damage,etc.) • (Know more about the safety measures to be taken at eventshere)

23. Put up Event Hoardings and postersLocally • Publish paid promotions in media (Newspapers, Magazines,etc.) • Getting articles published in media (For e.g. – A small pre-event talk published in a localnewspaper) • Marketing with your personal community (For e.g. – You social circles, professional circles,etc.) • Cross marketing withexhibitors • Get your speakers to give a shout out on socialmedia • Run contests, create polls, discussion forums to engage your attendees • Announce a ’design the logo’ contest and get people to vote forit • (Read how to create the perfect event logohere) • Send online and offline invitations to relatedorganisations • Create the event invitations in sync with the event’stheme • Create a list of the organisations to be invited Categorise the invitees for sending the online/offline invitations Send out the invites • Get into e-mailmarketing • Create a database from your and sponsors’clientele • Generate e-mailleads • Send out e-mails to potentialattendees • Event announcemente-mail • ‘Registrations open’e-mail • E-mails with information regardingdiscounts • Final Reminders (When the event isapproaching) • Audience EngagementTools • (Find the top 10 engagement tools of 2017here) • Audience Reponses Technology (For collecting real time responses and feedback from theattendees) • Attendees’ Networking Platform (To let them interact with each other) • Get Promotional Items to be distributed on the event day (For e.g.– • Customised mugs,etc.) • Set-up referralrewards • (Read about some great event marketing tacticshere)

25. Event Website (Know why an event website is necessaryhere) • Main Purpose of theevent • Perks of attending theevent • Event date, time andvenue • Speakers’ list andbio • RegistrationPortal • Attendee RegistrationPortal • Exhibitor RegistrationPortal • SponsorLogos • Organisers’details • ContactDetails • EventApplication • (Know about the must haves of an event websitehere) • Online RegistrationForms • PlatformRequired • PaymentGateway • RegistrationFields • Basic PersonalInformation • Basic ContactDetails • Choices related to the event (For e.g. Committee preferences if you are hosting aMUN) • AccommodationRequirements • TransportationRequirements • Food Requirements (Including food preferences. For e.g.- Vegetarian/ Non- VegetarianFood) • Confirmation Mail (A Confirmation Mail regarding the event registration) • E-mailMarketing • Draft the promotion mails to besent • Mail it to your existingclientele • Mail it to the Potential Attendees’database

26. Social Media Campaigning (On as many social media channels as possible) • (Under- stand how to make the perfect social media strategyhere) • Post Pictures of eventVenue • Post pictures of the key-notespeakers • Create polls asking for attendeepreferences • Post teaser videos related to theevent • Go ‘Live’ during the eventpreparations • Publish articles and posts regarding yourevent • Promote the event on your company’sblog • Cross Promote it on the blogs and social media channels of your sponsors andassociate

28. DocumentChecklist • Detailed Event Schedule isprepared • Guest List iscomplete • Exhibitors List isready • Permits, licensing documents, etc. are all inhand • Site Map and copies areavailable • Exhibition Plan isready • Seating Plan isready • A list of contact numbers of all the vendors isavailable • Sitechecklist • Seating, staging, etc. are inplace • Vendors have delivered their respectivesupplies • All the stands have been put upperfectly • Necessary technical equipment are in order • Catering Requirements areavailable • Event and Sponsor Banners are inplace • Guests have an access to Wi-Fi (ifrequired) • Emergency requirements are available • Security officers and security requirements areavailable • Parking Plan is inexecution • Copies of event schedule are ready for speakers/guests and attendees • Documentation is inorder • Extra Parking permission isavailable • StaffChecklist • All the staff members arepresent • Travel, accommodation and catering requirements of the staff are inorder • Staff has copies of site map and eventschedule • Staff members have the exact information regarding theirduties • Staff members have walkie talkies to stay connected with each other

29. InformationBooth • Map of the venue should beavailable • Program Schedule in printable format should beavailable • Directions to different halls and Toilets should beknown • Internet Password isavailable • BusinessCentre • Ability to printpapers • Equipped with allstationary • High Speed internetZone • NetworkingCentre • Details of the Attendees should beavailable • Ability to connect people with each other on thego • Social MediaPresence • Keep Posting the eventpictures • Live stream some parts of the event on socialmedia • Announce the event hashtag • Tagboard for showcasing live social mediaengagement • Live streaming the event on the eventwebsite • AudienceEngagement • Take real-time feedback from theusers • Indulge them into interactive questionnaire andquizzes • Create activities which allow the attendees to interact with each other • Sponsor kits, innovative gifts forspeakers

31. Feedback (Find out ways to collect the perfect feedbackhere) • Create a feedback surveyform • Mail it to theattendees • Post it on social mediachannels • Analyse the feedback received for finding your pluses and minuses. • Feedback taken through the networking platform aswell • Follow-up • Post the Videos and Pictures of the event on SocialMedia • Publish the event report on your company’s and sponsors’blogs • Send a follow-up mail to the attendees greeting their presence and sending the success report of theevent • Post event pictures and videos are on the event website aswell