Organisers Guide
Event planning checklist
Design, development and planning
- Secure venue
- Determine date/time
- Develop event schedule
- Recruit staff/volunteers
Pre-event - communications and marketing
Pre Launch
- Develop contacts database / CRM for comms stakeholders
- Reach out to major contacts (providing ‘heads-up’)
- Create comms pack (written/visual content to be shared)
- Website development/updates
- Eventbrite/sign-up system developed, edited, reviewed
Pre Launch
- Delivering social media campaigns
- Video content
- Graphic content
- Run meetings to make better connections with key marketing stakeholders
Pre-event - content creation, purchasing, administration
Create
- Guest list
- Invitation (document)
- Photographer/videographer runsheet
- Name badge sheet (optional)
- Event proceedings
- Speaker brief sheets
- Staff runsheet
- Travel expenses form (optional)
- Risk assessment
Purchase (optional)
- Lanyards
- Banners
- Refreshments (snacks, etc.)
- Lunch
- COVID items (e.g. facemasks, sanitiser)
- Name badges
Organise Schedule
- Food delivery (optional)
- Arrival for staff, speaker, attendees, guests
Event delivery
- Pre-briefing for staff
- Set up event
- Intro & announcements
- Manage timings
- Tech support
- Collect attendance
- Manage interactive elements (breakout rooms, gdocs)
- Post event consolidation
Post-event - tasks
- Complete expenses
- Reflections with staff
- Recommendations for future events