• A Special Thanks to our Exhibitors/Sponsors and Attendees who made this yea's expo the best yet. See you next year!

The Event Planner’s Checklist for Public and Private Events

By Susan Douglin

 

 

Are you new to event planning or have you ever longed for a comprehensive event planning checklist to erase that nagging feeling at the back of your mind that you are forgetting something important?

We wanted to offer some peace of mind that you have it all covered or highlight steps in the event planning process that you might want to action before it is too late.

We drew on decades of corporate event planning experience to create event planning checklists that are a valuable resource for everyone from those starting out in the world of corporate events, right through to top event planners in the industry.

We have put together not one but two lists, covering the key areas and tasks to think about when planning your next corporate event. One is specifically aimed at corporate events in the public domain. The other is the perfect companion to internal and private corporate occasions.

Public Event Checklist

This checklist will direct anyone that is planning events that are open to the public and welcome people outside of the organization to attend. This includes:

  • User events and conferences
  • Seminars
  • Product launches
  • Focus group
  • Exhibiting – having a booth at a trade show
  • Trade shows – running a public exhibition or having exhibitors present at your event
  • Corporate hospitality and client entertaining

Pre-Event To Do List

  • The Basics
  • Research and Contracting
  • Project Management
  • Program
  • Branding
  • Website and Registration
  • Venue
  • Catering
  • Speakers and Performers
  • Event Technology
  • Meeting Design and Engagement
  • Budget
  • Vendors/Suppliers
  • AV and Production
  • Staffing
  • Marketing and Social Media
  • Sponsorship and Income
  • Event Styling and Decor
  • Communications
  • Branding
  • Exhibitors
  • Health and Safety
  • Final Preparation

Set Up, Live Event and De-rig

  • Program
  • Branding
  • Website and Registration
  • Venue
  • Catering
  • Speakers and Performers
  • Meeting Design and Engagement
  • Budget
  • Vendors/Suppliers
  • Event Technology, AV and Production
  • Staffing
  • Marketing and Social Media
  • Sponsorship and Income
  • Event Styling and Decor
  • Communications
  • Exhibitors
  • Health and Safety
  • Miscellaneous

Post Event To Do List

  • Project Management
  • Website and Registration
  • Venue
  • Speakers and Performers
  • Event Technology
  • Meeting Design and Engagement
  • Budget
  • Vendors/Suppliers
  • Staff
  • Marketing and Social Media
  • Sponsorship and Income
  • Communications
  • Miscellaneous

Private Event Checklist

This checklist will direct anyone that is planning private or internal events that are only open to employees and those within the organization to attend. This includes:

  • Company-wide conferences
  • Meetings
  • Training
  • Sales meetings
  • Product reveals (before the public official launch)
  • Board retreats
  • Team building or leadership retreats
  • Private dinners, parties, award ceremonies

Pre-Event To Do List

  • The Basics
  • Research and Contracting
  • Project Management
  • Program
  • Branding
  • Communications and Registration
  • Venue (if utilizing an offsite location, not company offices)
  • Venue Catering (if utilizing an event venue)
  • Room Set up (if utilizing an onsite, office location)
  • Catering Arrangements (if utilizing an onsite, office location)
  • Speakers and Performers
  • Event Technology
  • Meeting Design and Engagement
  • Budget
  • Vendors/Suppliers
  • Audio Visual (AV)
  • Staffing
  • Marketing and Social Media
  • Event Styling and Decor
  • Branding
  • Exhibitors
  • Health and Safety
  • Final Preparation

Set Up, Live Event and De-rig

  • Program
  • Branding
  • Website and Registration
  • Registration
  • Final Checks
  • Venue Catering (if utilizing an event venue)
  • Speakers and Performers
  • Meeting Design and Engagement
  • Budget
  • Vendors/Suppliers
  • Event Technology, AV and Production
  • Staffing
  • Event Styling and Decor
  • Exhibitors
  • Health and Safety
  • Miscellaneous

Post Event To Do List

  • Project Management
  • Venue (if relevant)
  • Speakers and Performers
  • Event Technology
  • Meeting Design and Engagement
  • Budget
  • Vendors/Suppliers
  • Staff
  • Marketing and Communications
  • Miscellaneous

 

 

 

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