Logistics checklist for an event
Planning even a small event requires the simultaneous juggling of layer upon layer of details, none of which can be dropped or forgotten. Its stressful, to say the least! But with a little forethought and planning, your small event can go off without a hitch. Show
An event planning checklist is the secret weapon of event planners everywhere: They can help organize your thoughts, tasks and to-dos at a glance. They can be adapted and expanded to suit every stage of your event and your events unique requirements. In this blog, well break down what to consider when planning an event, and guide you through building the ultimate event planning checklist. How to Prepare for an Event: Make a ChecklistAgain, an event checklist is a great way to begin the planning process for small scale events and larger events alike. Getting your thoughts down on paper can help solidify your upcoming steps and tasks in your mind and remind you of related to-dos. Your checklist may begin as an event planning timeline, which may then evolve into a pre-event preparation checklist and so on. The idea is that your checklist is a living document that can be utilized throughout your event planning process from beginning to end. What to Consider When Planning an EventThere are so many things to think about when planning an eventvendors, venue, budget, timing, AV, and so onthat it can be easy to feel overwhelmed as you take your first steps. A good rule of thumb is to think macro before you think micro. For example, theres no use in worrying about whether the hors doeuvres will be passed or plated before youve even chosen a venue! As such, an event planning timeline is an ideal place to start in in planning small events. If youre a new event planner for small events, a timeline will give you clear guidance toward how to prepare for an event and at what pace. Creating Your Event Planning Timeline In general, the further in advance you can begin planning your event, the better, but planning for smaller events can reasonably begin 4-6 months ahead of your prospective date. How to Plan a Small EventWhile event planning can be similar across all sizes and scopes, small scale events offer their own unique set of considerations and opportunities that savvy event planners will want to be aware of: Special Tips for Small Scale Events
Event Planning Checklists: Pre-event, Day-of, and AfterPreparation for your event means much more than choosing a venue and setting a date: It means having multiple, thorough checklists to keep everything on-track. Take a look at these checklists for each stage of your event and the tasks therein to help you get a better idea of what each list should include. Pre-Event Preparation ChecklistAs so much of an event hinges on diligent preparation, perhaps the most important checklist in your arsenal is the pre-event checklist. Here, weve broken down the major steps into smaller, more manageable tasks. While this approach may seem daunting at first glancethats a lot of checkboxes!youll find that in practice, it makes the entire process of planning your small event much less stressful.
Establish Your Events Goals And ObjectivesEstablishing your events goals is as simple as asking yourself or your team: What are we trying to achieve by hosting this event? Is the goal to raise funds or awareness? To draw a crowd for an evening of fun, or to educate a select group of people on an important issue? Once youve established the thesis of your event, you can move on to other steps:
Choose Your Venue and Set a DateIts important to get everything squared away with your venue as early as possible. In looking for places for small events to be held, you may want to create a separate venue-finding checklist specific to your events needs.
Gather Cost Estimates and Create a BudgetWhile you should have a general idea of your budget prior to selecting a venue, now is a good time to nail down the nitty gritty. Gather costs estimates from your venue and other venues for:
By compiling the above costs, you should have a solid idea of how much your event will costand where you may be able to identify extraneous spending or room to splurge. Develop a Master PlanYour master plan should be a document that includes all the information youve compiled about your venue, vendors, itinerary and speakers or entertainment therein, and all the administrative components like promotion, registration or ticket sales, etc. Be sure your master plan includes details on:
Design and Plan Your Event ExperienceDetermining the design, theme and overall guest experience is crucial no matter the size of your event. You should consider not only the goals of your event, but also the synergy of the events design with any existing company branding or event-specific branding.
Secure Presenters, Entertainment, Catering, Rentals, Etc.Once your venue and event design are set, you can move on to contracting the additional players. Now is the time to identify, confirm availability and secure:
Brand, Promote, and Sell Your EventBranding and promotion remains important, even if your event is small! An event marketing checklist will help you get the most impact and engagement from all your efforts.
Day-Of Event ChecklistThe big day is here! All your event prep is about to pay off. But first, youll need to have a rock-solid day-of event checklist that includes an event site checklist or event set-up checklist for load-in, a clear plan for event flow, and dedicated time to double-check all the details.
Confirm and Coordinate With The Venue and VendorsThe morning of your event, its important to touch-base with your venue coordinator and all your vendors to ensure things are running on-time and without issue. This includes:
Ensure Decorations, Tables, Signage, Promos Are In PlaceWhile its true youve coordinated with your venue and decor vendor throughout the day, its important that you personally do a review to ensure the physical details are all to your specifications.
Test and Troubleshoot AV EquipmentSuccessful AV can make or break your event. Be sure to thoroughly check all technology playing a part in your event to confirm they are operational and properly set-up for your itinerary.
Check In On Event Staff & Greet GuestsYour event is about to begin! Do a final check-in with key players, make sure everything is in its place, and welcome your excited guests.
Post-Event ChecklistCongratulations: The hard part is over, and you can bask in the glow of a successful event! But the work isnt done. To get the most out of your small event, youll want to follow up with guests, share your success on social media, and analyze the event with your team to help inform future events. Your post-event checklist will guide you through these important final steps.
Connect with Participants and Send Thank-YousDont leave your guests feeling abandoned after your event! Be sure to make an effort to connect with participants and show your gratitude, including to your volunteers.
Share The Success Of Your Event On Social MediaIts okay to brag a little! Especially when sharing the success of your event on social media can help build the buzz around your next event. Here are some ways to leverage social media to your events advantage:
Conduct a Post-Event Survey For AttendeesReach out to your attendees to discover what they enjoyed and did not enjoy about your event. This is invaluable, first-hand knowledge that can help immeasurably as you plan your next event, so dont neglect these steps!
Analyze and Evaluate Event Success With Your TeamAfter any event, its good practice to conduct a post-mortem with your team to discuss what you felt went well, what couldve been better, and what youll need to consider for next time based on the findings from this event.
Hosting Small Events at Earle Brown Heritage CenterAt Earle Brown, we love hosting events of all sizes, and wed be delighted to be the historic backdrop to your next small event! From our versatile spaces to our experienced planning team, Earle Brown is the perfect place to host a small-scale meeting or event. When youre ready to begin planning your next event, the Earle Brown team is ready to help make it extraordinary! Contact us today to learn more about hosting your small event at Earle Brown Heritage Center. |