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    Event Management Checklist

    Uploaded by

    Bilal Shah
    This event checklist outlines the key tasks and requirements for planning an event including venue booking, catering, invitations, graphics, entertainment, publicity, speakers, protocol, security, audiovisual needs, staffing, facilities requests, hospitality, and post-event tasks. The checklist identifies 22 main tasks such as developing a budget, booking a location, coordinating calendars, creating invitations, arranging catering, hiring security, submitting facilities requests, and providing gifts. It also notes personnel responsible and due dates for each task to ensure all aspects are addressed for a successful event.

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    Event Management Checklist

    Uploaded by

    Bilal Shah
    260 views14 pages
    This event checklist outlines the key tasks and requirements for planning an event including venue booking, catering, invitations, graphics, entertainment, publicity, speakers, protocol, security, audiovisual needs, staffing, facilities requests, hospitality, and post-event tasks. The checklist identifies 22 main tasks such as developing a budget, booking a location, coordinating calendars, creating invitations, arranging catering, hiring security, submitting facilities requests, and providing gifts. It also notes personnel responsible and due dates for each task to ensure all aspects are addressed for a successful event.

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    Event Management Checklist

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    This event checklist outlines the key tasks and requirements for planning an event including venue booking, catering, invitations, graphics, entertainment, publicity, speakers, protocol, security, audiovisual needs, staffing, facilities requests, hospitality, and post-event tasks. The checklist identifies 22 main tasks such as developing a budget, booking a location, coordinating calendars, creating invitations, arranging catering, hiring security, submitting facilities requests, and providing gifts. It also notes personnel responsible and due dates for each task to ensure all aspects are addressed for a successful event.

    Copyright:

    © All Rights Reserved
    Download as XLS, PDF, TXT or read online from Scribd
    Flag for inappropriate content
    Download as xls, pdf, or txt
    260 views14 pages

    Event Management Checklist

    Uploaded by

    Bilal Shah
    This event checklist outlines the key tasks and requirements for planning an event including venue booking, catering, invitations, graphics, entertainment, publicity, speakers, protocol, security, audiovisual needs, staffing, facilities requests, hospitality, and post-event tasks. The checklist identifies 22 main tasks such as developing a budget, booking a location, coordinating calendars, creating invitations, arranging catering, hiring security, submitting facilities requests, and providing gifts. It also notes personnel responsible and due dates for each task to ensure all aspects are addressed for a successful event.

    Copyright:

    © All Rights Reserved
    Download as XLS, PDF, TXT or read online from Scribd
    Flag for inappropriate content
    Download as xls, pdf, or txt
    of 14

    Event Checklist

    Event:
    Date:
    Time:
    Location:
    Objective:
    Special Guest:
    #

    Task

    Main Requirements
    1

    Event Conceptualization
    Committee Meeting
    Staff Required
    Budget
    Prepare projected budget
    Cost consumed by?
    Venue
    Book location
    Check surrounding areas for
    other activities happening at the
    same time and identify any
    potential conflicts

    Coordination of Calanders
    President
    Chancellor
    Vice-president
    Associate vice-president

    Person Responsible

    Date Due

    Estimated Cost

    Board of Regents
    Department Heads
    Program Chairs
    Donors
    Alumni
    Spouses
    Societies
    Government
    City Council
    GCSU
    Faculty and Staff
    Media
    Emcee
    Guest speakers
    Other
    Food Services / Catering
    Request for quotes
    Catering budget
    Beverages required
    Finger foods required
    Menu required
    Self-service or waiting staff
    required
    Power required
    Equipment required
    Table cloths, skirting, dcor
    Plates, napkins, forks, knives,
    spoons, cups, sauces

    Special dietary requirements


    Invitations
    Email/mail save the date
    Develop guest list
    Draft text for invitations

    Design invitations
    Finalize invitations
    Print invitations if required

    Send invitations
    Send reminder
    Graphic Projects
    Book meeting with Graphic
    Designer
    Determine requirements
    (poster, tv screens, program,
    rack card, name tags, signs,
    etc.)

    Decide branding efforts


    Draft completed
    Edits submited
    Final draft completed
    Print
    Mail out/email
    Entertainment
    Make booking
    Rehearsal / sound check

    Public Relations Requirements


    9

    Publicity and Marketing


    Identify communication lead
    Press release
    Internal coverage (Messenger,
    Grenfell Connects, TV screens,
    Grenfell Calender, the Muze,
    The Gazette)
    External coverage (television,
    radio, print, PSA)

    10

    11

    Advertising
    Social Media outlets
    Website
    Book photographer
    Promotional Material to display
    Pop-ups
    Grenfell Connects
    Viewbooks
    Strategic Planning
    Recruitment materials
    Other
    Speakers
    Book Emcee
    Book Guest Speaker
    Speaker fully briefed
    Key messages identified
    Speeches drafted
    Event packages delivered to all
    key players (event scenario, key
    messages, important details)

    12

    Protocol
    VIPs/speaker notified of all
    important details
    VIP seating reserved (line up
    required?)
    Invitations to come from what
    office?
    Other items to be approved

    Support Services Requirements


    13

    Security
    Safety concerns addressed

    Parking (what lot should general


    guest park in, are there
    reserved parking for vips)
    14

    Security hired and briefed


    C&C Requirements
    AV requirements (microphone,
    speaker, screen, PowerPoint
    projections)

    15

    16

    17

    cd/ipod capavilities
    Lighting
    Ticket submited
    Media feeds
    Overtime required
    Staffing
    Extra staffing required
    Volunteers (students/staff)
    GCSU
    Book food court / backlot
    Book Satillite Bar
    Facilities Management Request
    Cleaning venue before and after
    Equipment required and set up
    (number of chairs, tables, etc.)
    Coat rack and hangers
    Podium with logo required
    Staging
    Request submited to
    FM@grenfell.mun.ca

    Miscellaneous Requirements
    18

    Hospitality

    Wheelchair access
    Washroom facilities
    Welcome sign near entrance
    Directional signage
    Seating arrangmenets, place
    cards, menu cards
    Name tags, holders, label maker

    19

    20

    21

    Ushers
    Coat room
    First aid station/person
    Ambience
    Floral arrangements
    Decorations
    Background music
    Gifts
    Guest of honor, guest speaker,
    other
    Number of gifts
    Funds allocated
    Rental Equipment
    Chairs, tables, stage, risers,
    podium, tents, canopies
    Decorations
    China, silver, glassware, linens

    22

    Other
    Following the event
    Debrief meeting/evaluation form
    completed
    Process invoices
    Finalize budgets
    Recommendations

    Thank you cards/emails

    Notes

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