Carefully review and QA all presentations, graphics, and visuals and link them all together. City? If you promised attendees follow-up resources, presentations, images, etc., make these available online or on the mobile app. Event marketing creates buzz, builds anticipation, and guarantees a good turnout. Verify the procedure for those with special dietary requirements. This template provides a calendar format with an adjacent column for listing events. Seamlessly manage and optimize group sales performance across your entire portfolio. The Smartsheet platform makes it easy to plan, capture, manage, and report on work from anywhere, helping your team be more effective and get more done. Connect everyone on one collaborative platform. Download Food Vendor Application Template. What are the contingency plans for technical issues? Continually update your event budget headings, figures, and ticket sales. This typically occurs 12 months out, or further, for large events like user conferences, festivals, or trade shows; and 5-6 months out for smaller events like meetings or workshops. Update the website and registration page with details for the event next year. Food & beverage can be the most important components of an event because sharing a meal is a true community experience. Coordinate accommodation room blocks and travel. Deliver consistent projects and processes at scale. If you plan to hire speakers or entertainers, you need to add several items to your checklist. Notify the relevant staff when key people arrive so they are ready to receive them. The template includes room for additional notes or comments, which is particularly useful when sharing a to-do list. Suggest ideas that will help them to achieve their business objectives. Share and print copies of any important documents that you will need to reference. And were not just talking about the seating chart: Consider the placement of electrical cords and bussing stations, for instance. Share details about the event and understand what they would get out of the event. If you have exhibitors at your event, ensure that you create an exhibitor manual and communicate clearly in terms of key information and deadlines. are, Prepare an event budget and monitor your spending, Select a location or venue for your event. Notify the local authorities and agencies that the event is taking place as required and for large events establish multi-agency planning meetings. What are the code words and procedures to deal with situations such as evacuation, fire, suspicious packages, and so forth? Check risk assessments, method statements, and insurance documents from vendors, exhibitors, performers, etc. Upgrade or find alternatives if required. Are there opportunities for VIP upgrades, fringe events, sales, merchandise, selling access to content after the event, etc. 50 low-cost volunteer appreciation ideas and gifts. This template provides a place for individual marketing campaigns along with a timeline for weekly planning. Country? At the top of the template there is room for conference details so that the sheet can tracked and filed easily. Some customisation may be needed to meet the needs of your unique conference, race, charity event or any other type of activity you organise. Food is associated with nurturing, so this is an opportunity for the host to illustrate thoughtful hospitality. to your online registration form, Request for approval to erect promotional signage, Road closures send applications early, Order equipment e.g. Share copies with the relevant people and venue. When you think about every event expense, creating an event budget seems daunting. Your budget is a living, breathing document, and this format encourages you to keep revisiting all aspects of the event until it is as cost-effective as possible. Just follow these steps to create a checklist that will keep you on track and executing flawlessly. Are you handling it alone or will you have a team? Ensure the stage is large enough to accommodate podiums, tables, chairs, and sofas, as required and safely. Organize, manage, and review content production. Are additional revenue streams required? What transportation options do guests have? If you dont have the day-of-event details outlined to a tee, you will miss something, which will show up later as a big problem. With countless moving pieces, keeping track of all of the little details can be challenging. In the case of extras, such as additional bottles of wine being requested, agree on who has authorization for these items and the procedure. Use our Event Planning App to keep everything in its place. The checklist will not only help you manage the tasks, but track the results. Be active and share interesting and relevant content leading up to the event. Have demos and get quotes from potential providers. What budget is available for the event? Talk through key timings, such as sponsor exhibition opening and refreshments being available. Shortly after the event, you will want to sit down with your team, talk about what went right, and what can be improved. This budget planner separates wedding costs into categories including apparel, decorations, reception, and photography. Joe Weller, October 4, 2017 Heres just a sample: Your checklist helps you chart those nuances so that you pick the perfect caterer, keep your menu on-trend, protect the planet, and, most importantly, leave your guests feeling nurtured and nourished. Get actionable news, articles, reports, and release notes. Discuss next years event and their future involvement. Start creating a budget, adding in income and costs. The peak of that anticipation should be dramatic. Finalize arrangements for staff, crew, and VIP catering? In a few minutes we can create a simple clean and easy-to-use sign up sheet for our clients. Work hard to continue the buzz, conversation, and learning around the event. Manage and distribute assets, and see how they perform. Check in with sponsors to ensure they are happy and gain their feedback on the event. Work backward from the event and create a timeline of tasks and a schedule of deadlines, which assures that every minute detail gets covered. At the same time, no two events are the same, so theres no such thing as a one-size-fits-all event planning checklist. (updated July 21, 2022). Provide speakers with details and guidelines on the specifics of their session. Participant Registration and Triple check the number and type of microphones and when mic changeovers will take place. Yes, Id like to try Smartsheet for free. Check-in with all suppliers to make sure they are ready on time and there are no issues to report. If they are leaving any items for collection the next day, ensure they label it correctly and store it in the right place, ready for future collection. A user-friendly tool like Social Tables Diagram can help you map it out and easily share your layout with clients and vendors. Try it now, free! This thorough template can guide your planning process and provide a summary of tasks to accomplish during an event. Consider how effectiveness and outcomes will be measured. Set targets and milestones for your goals, including registration numbers, new followers, etc. With award-winning customer service and world-class design, Guidebook is the trusted mobile guide provider. There are many moving parts on event day, and inevitably, unexpected situations will arise. To ensure that all attendees are present at a conference or training event, have them add their signatures to this sign-in sheet. Keep in mind that, while its important to cover all your bases and not overlook important details, there is something to be said for brevity. What will success look like? Define your event structure and agenda. Keeping a plan short may be especially useful if you are creating an event template that other members of your organization will use to arrange future events. Report back on learnings and improvements you noted for future improvements. volunteers, Review chain of command in case of emergency, Thank you letters to staff, volunteers, performers, Evaluation / debrief with key stakeholders, Hold a de-brief session to look at ways of improving the event. Once you arrive on-site, whether it be a couple of hours ahead for a meeting or days ahead of a large conference, there are individual actions and processes youll want to complete to ensure in preparation and during the event to ensure it runs smoothly. Has the photographer and videographer been briefed in terms of key shots and footage required and turnaround times? Ensure there is a switch and backup computer in case of any issues. Keep the venue informed of anyone attending with special needs. If youre recruiting volunteers for an event, you may find a printable sign-up sheet, such as this one, instrumental in gathering info. And, a post-event analysis will contribute to the return on investment report, where you can find out if you met your event objectives. Align campaigns, creative operations, and more. The 9 Best Event Management Tools On The Market, The Essential Audio & Visual Checklist for Event Planners, 15 Must-Have Items Every Planner Should Bring to an Event, The 6 Must-Have Event Planner Skills You Need for Career Success, 20 Contract Strategies to Close More Group Business, 8 Hotel Management Tips That Boost Efficiency, Group Business, & Bookings, Work with the Best Leads Every Time with Lead Scoring , Do Not Sell My Personal Information (CCPA Required), Hiring vendors or entertainers to bring the program to life, Determining the type of service (seated dinner, food stations, passed appetizers), Planning a menu around dietary restrictions, If you plan to put directions on the events website, make sure they are correct. If youre planning a conference or an event with food vendors, this template can help streamline the application process. Coordinate your post-event emails and communications. What are specific unloading, load in/load out, parking, and goods lift information that should be shared with staff, exhibitors, and vendors. Retweet or share compelling posts from attendees. On your checklist for event planning, the program comes to life by: How youre using your space all the way down to the seating arrangments can make all the difference. Sarah Pryoris a journalist, wife, mom and Auburn football fan living in Charlotte, N.C. SignUpGenius makes groups and clubs organizing easy. Organize your party planning and track your budget with this template. Its the little details that make a big difference. When can the AV team have access for set up? This information is valuable in analyzing your skill as an event planner, reporting goal and objectives results to your company, and constantly building upon the success of each event. It can also involve a lot of details, like: An event checklist will help map the pre- and post-event marketing strategy across all of those channels. Collate goodie bags, delegate folders, handouts, and giveaways as appropriate. Collect written confirmation from entertainment or MC, Submit deposit for their services if needed, Deliver sponsorship packages and follow up within 1 week, Use sponsor testimonials and always acknowledge sponsors, Design promotional material, basic text, logo, Build a website and optimise it for search engines, Distribution of flyers/posters/email/brochures to community, Submit event information to local events calendars and If there are any hold-ups/absences in terms of staff re-allocate responsibilities as necessary. Decide on the event name, even if it is a working title, to begin with. Download Event Proposal Template - Word. Streamline requests, process ticketing, and more. Be prepared to be flexible and responsive to their needs. Manage campaigns, resources, and creative at scale. Will there be a single session, a full day with a single track, or multiple tracks running at the same time? Included on this page, youll find an event planner template, event budget template, event venue checklist template, and more. Advice on the website and registration site if tickets are available for purchase at the door and will remain on sale online. Copyright 2022 Cvent Inc.All rights reserved. Diagram events, wow attendees, and win clients with free planning tools. Then, breakdown all the expenses under each category and let Excel do the work for you. This is the heart of event planning because it includes the event components that impact guests the most. This event budget template itemizes expenses in a spreadsheet format and also represents data as visual charts. Thanks for subscribing! Coordinate with the photographer any specific images you need to be turned around as a priority, to issue alongside the press release. Create layouts and room allocations for your event. Get more wedding planning tips from the pros and discover additional useful templates by reading Expert Tips on How To Create A Wedding Timeline. Prepare badges/place cards/table numbers. Region? The template includes a section for comments where you can jot down brainstorming notes or share messages with your event team.

Move faster with templates, integrations, and more. Try Smartsheet for free, today. If you keep all those details in your head, the event day will undoubtedly be chaotic and stressful. Share details of any AV or event tech to be used.

You dont want branded items to be crooked or show wrinkles on all the pictures. Plan to create a logistics timeline for the event: a minute-by-minute schedule of everything from vendor arrival and set-up to run-through and post-event breakdown. Set a date for an event to debrief the meeting. Each month is also color-coded with alternating hues for easy viewing. A festival is a great way to bring people together, raise money for a cause or just have a good time. Ensure there are enough breaks and downtime throughout the event. Well go over some of the broad elements of event design. Find answers, learn best practices, or ask a question. Empower your people to go above and beyond with a flexible platform designed to match the needs of your team and adapt as those needs change. Use this to-do list template to plan, prioritize, and carry out all the necessary tasks for your event. And since it runs the gamut from rentals and florals to tablecloths and accent pieces, it can be a lot making sure that youre covering all your bases. This is where an online project management tool will be especially handy for you and your team. Create an event itinerary that includes dates, locations, programming start and end times, and scheduled breaks. You can create your own in Microsoft Excel or Google Docs, or find a template online. Post live updates to social media channels. Even if it is a free event it is useful to have a system to manage RSVPs and attendance. An event planner contract should clearly outline the expectations of the client, the responsibilities of the event planner, the terms of the agreement, and any pertinent project details. Coordinate event vendor registration with an online sign up, 35 Fun Facts to Share About Yourself in Any Setting, 20 Campfire Games for Kids and Adults to Play. The planning process may begin with a brainstorming session as you consider the purpose of your event, what you hope to accomplish, and what resources are available. As you think about these, consider the specific tasks you need to add to your event checklist. Look into associated costs like food and beverage, AV, and parking are these included, where can you negotiate? 2022. Allocate specific tasks and action items as required. Any learnings for future events? How can you increase brand loyalty through your pre-event marketing and ideas to implement at the event? Does the venue have machinery available to aid with the setup? If last-minute items are required from the venue or purchased off-site, who will authorize this and how will it be paid for? Encourage networking opportunities and connections prior to the event. Ready to get started on your next event? Learn why customers choose Smartsheet to empower teams to rapidly build no-code solutions, align across the entire enterprise, and move with agility to launch everyones best ideas at scale. Be aware of any specific agreements in terms of logo placement and branding. If so how will this flow through the event? Automate business processes across systems. Use this checklist template to inspect venues and determine whether they meet the requirements for your event. Test WiFi bandwidth. How will your space be used? Ensure all essentials are in your event manager box(es). This is an opportunity to reinforce the event message and get feedback, as well as prompt guests to take action to meet event objectives. Set up the website and add details as they become available. Check venue availability and pricing. Build easy-to-navigate business apps in minutes. The following checklist is meant to get you thinking about everything on your plate. Agree on specifics such as cues, signals, who will collect from the green room, and so forth. Check all information has been returned, presentations from speakers, risk assessments, and proof of insurance from all suppliers. Research event tech to incorporate into your event. Do additional flowers need to be ordered? After the event, package, label, transport, and store-branded items that can be reused. Event design is the heart of your checklist. Gather logos from all key stakeholders, including partners and sponsors. Work smarter and more efficiently by sharing information across platforms. If the event fees change on the day of the event ensure the price change is scheduled and has taken effect. With a Microsoft Excel spreadsheet, its not that complicated. What is the policy in terms of photographs and filming at the event? Create collateral and suggested tweets to make it easy for partners to share content. Event apps, live streaming, and social media walls are changing how attendees experience events. Under this section of your to-do list, you can add smaller tasks like: All that is to say: The event budget isnt a single checklist line item that can simply be marked off. Can event technology support the meeting objectives? You may also want to include a contract with your event proposal - in this case, use this template as a model for creating your own event planner contract where you can list services, terms, and other important business details. Cells are pre-populated with common costs, such as equipment rentals or security and cleaning services; however, you can easily edit the fields to suit your requirements. You can use this format to quickly identify which costs are using the largest percentage of the budget. Brief all registration staff. From the pre-planning stage to the day-of-event logistics, theres a lot to keep track of. Thank you and gather feedback from all suppliers. Enter them into your phone if possible. The key aspects of an event checklist are the essential components of your event so get those squared away first: date, location, type of event, goals, and budget. Confirm final catering numbers and dietary requirements. SAMPLE. Get answers to common questions or open up a support case. stage, lighting, PA system etc, Book portable toilets, fireworks, marquee, generators, Book and confirm all contractors in writing, Check insurance public liability, staff, volunteers etc, Conduct risk assessment involving all key stakeholders, Obtain relevant insurance and send copy to Council if required, Contingency Plans wet weather, low attendance, Notify Police, Ambulance Service and Fire Brigade, Promote reducing waste in marketing material, Signage, disabled parking, VIP parking, pedestrian access, Collect information from each vendor, including contact details, goods or services they offer, and permits. It includes a summary of expenses and total costs, and a pie chart that both divides costs into categories and provides a detailed breakdown of expenses for each. Give a courtesy call to all key people involved, particularly speakers and performers. SAMPLE, Sell festival merchandise with a sign up. At the end of the event, get copies of final presentations (there may have been changes made on-site), data from event tech, etc. Check their availability and start working on a contract. Ensure you have all possible cell phone numbers and contacts listed on your master contact sheet and that everyone that might need it has copies. Condsider this sample checklist a starting point for planning your own event. Wedding planners can use this template to keep track of all the vendors they plan to work with or are supplying bids. For each task, identify who is responsible, required actions, and deadlines. SignUpGenius has become a great tool for my dance studio. Catering fees can add up quickly, so its important to request detailed estimates for accurate budgeting. You can track the progress of each item toward completion by choosing a predetermined due date. Think about ways to maximize learning and goals. We suggest tailoring your checklist to fit your event. Explore modern project and portfolio management. In this article, weve sorted through all event planning templates and checklists to provide you with the best, most comprehensive listing, so you can effectively plan a product launch, conference, wedding, or other milestone event. Speaker selection is an integral part of event management, so it behooves you to ensure that each presentation is successful. This not only keeps you on target, but it will also provide essential information to the event team, who can work with you to execute an amazing event. Have meetings and site visits as required to finalize the specifics of the event. Package your entire business program or project into a WorkApp in minutes. Sell tickets and recruit volunteers with a sign up. Identify potential sponsors and approach them early with a strong event proposal. Ask staff to record their observations, good and bad, and any suggestions for ways to do things differently at future events. You can also use a project management app, such as Asana or Podio, that let you work collaboratively with your event staff. Choosing an event theme isnt just for fun. For an event to be successful, you have to know your audience. By clicking 'Sign Up', you consent to allow Social Tables to store and process the personal information submitted above to provide you the content requested. Identify that you are on track in terms of sales targets or if extra efforts and focus are needed. Maximize your resources and reduce overhead. Is there a theme for the event? To say the least, thats counterproductive. Get expert help to deliver end-to-end business solutions. Sell tickets and camping permits for a weekend music festival.

Instead, we suggest creating a customized event planning checklist. Check sound, lighting, presentations, video, cues, and technology during the rehearsal/ briefing. Outline precisely what they get (space only, exhibition shell scheme, furniture, power, WiFi) and instructions including set up times, unloading, arrangements for passes, health and safety requirements/guidance, etc. Managing events is stressful. Pro tip: You can create a visual layout of your event using space planning softwareand share it with catering staff and other collaborators before the event to cut down on potential mishaps. Move faster, scale quickly, and improve efficiency. Its a fluid document. Ensure staff members are in place to meet VIPs and escort them to the relevant person and place. A post-conference evaluation can provide critical data about which elements of your event were successful and help identify areas for improvement. Use this template to estimate projected costs and track actual expenses. Get expert coaching, deep technical support and guidance. Provide final staff briefings and instructions. Test/check radio contact and mobile numbers for the key venue staff. Be sure to thank speakers and performers and to share any follow-up information, such as session feedback and images. Items to check include fees, venue capacity, parking, audiovisual options, and more. Interested in adding technology to your event?

Advance planning may include arranging transportation, collecting speaker bios, and locating and securing necessary equipment. Notify the venue/catering ASAP of any changes. You can also use this template for a single- or multi-day event, or for a conference featuring multiple speakers who will be presenting in various venue rooms. Have all staff had a clear briefing about the event and the likely questions they will be asked. Introduce performers and speakers to the stage manager and AV team. Its okay to estimate in the beginning and update with final numbers as you go.