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"...This is an excellent program. I'm so glad that I stumbled on to this when researching for task management programs. Very low learning curv, quite flexible, and the price is right. Tried at least 20 other programs, either too complicated, too expensive, or poor documentation..."
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Event Management Checklist

 

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If you are a novice at event planning, you may feel that event management is a real nightmare. This feeling is quite normal as it is a hard job, and you will need to use event management checklist to start planning events efficiently. The given below action plan will be helpful for you.

EventManagementChecklist.zip 6,5 Kb


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1. Purposes

  • To help you organize and hold events of any kinds in the best way taking into account event location, time and date.
  • To help you engage organizers in event preparation and holding.
  • To help you notify all attendees of the forthcoming event.
  • To help you minimize risks.

2. Deciding on the event type and defining the key event characteristics.

  • The first thing to do in organizing events is obviously defining the type of event you are going to arrange. It can be a home-based event (like party, birthday, barbeque etc.) or a corporate event (like business launch, meeting, webinar etc.)
  • According to the chosen event type, you need to set event characteristics and include them in your event agenda. The key event characteristics are:
    • The format of event (both corporate and home events can be organized in different formats. For example, basic event formats are party, cocktails, business launch, and reception).
    • Event target date and completion date.
    • Event location.
    • Number of attendees to create an alphabetized attendee list. Consider including names of special and VIP guests in your attendee list.
    • Contact information (phone numbers, e-mails and addresses) of attendees.
    • Event budget that covers spending on publicity, decorations, food and drinks, entertainers, transport, insurance, first aid equipment, fees for licenses and permissions.
    • Entertainment.
    • Keynote speakers.
    • Photographer/videographer.

3. Making preparations.

  • Consider using the following publicity and promotion materials:
    • Brochures and leaflets
    • Posters and banners
    • Door gifts
    • Buntings and decorations
    • Video and flash presentations
  • All office preparations can be made by using task management software (VIP Task Manager is recommended). Then you can efficiently plan and schedule items in your event agenda.
  • Hold workshops to discuss details of the forthcoming event with key participants and organizers.
  • Prepare and show presentation to all people involved in event organization and holding.

4. Handling.

  • Keep your event agenda with you during the course of the event, so you can better control it and take immediate actions in case of necessity.
  • Use the attendee list to check who is on the party and who is still absent.
  • Make sure all participants and organizers who assist you are ready to go.
  • Handle any payment arrangements.
  • Have emergency contact list on hand.

5. Evaluating.

  • After the event is finished, take some time to evaluate it while the details are fresh. You can ask event participants to fill out a questionnaire to get formal and informal feedback.
  • Some general evaluative profile criteria include:
    • Did the event meet your expectations? Why?...
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