10/12/2023 0 Comments Event checklist templateIf a tree falls in the woods and no one hears it, did it really fall? If you put on the perfect event and no one knows about it, what was it all for? Make sure to include a marketing plan in your preparation. And if your event is virtual, you may want to double-check that they can navigate the virtual platform before putting them in front of the webcam. If they have a presentation to give, make sure they know when they have all relevant information about their time slot. Make sure that their booths and any marketing materials they may have are visible and easily accessible. Let’s not forget about those sponsors - they are most likely the ones keeping the lights on, after all. It includes technical steps to make sure that all attendees can seamlessly join the webinar at the right time. What’s an event without people? The people section is designed for virtual event planners. With the template, you can run through everything from health and safety protocols to whether or not attendees can create their own sessions on a virtual platform. The events industry has evolved over the last two years - this means new processes in place within the industry that must be double checked. Just a few things to consider would be: registration forms, waitlists, or physical badges. This template will help set all the requirements necessary for getting folks in the door (physical or virtual). No matter the venue type or location, a smooth registration process is paramount. Ensuring you and your team have proper communication set up.Making sure times and schedules are correct.Granting access to event areas for all those who need them.The initial setup is geared towards a virtual setting - making sure the platform is organized in a way that is specific to your event, theme, and goals. All aspects are covered as needed, but you can customize them according to your type of event.ĭownload this free template here. If you want to create your own, feel free to follow our structure below: How to use the templateĮach section of the checklist takes into consideration a specific element of event planning - whether your event is virtual, in-person, or hybrid. We have a free, in-depth pre-event checklist that will help you ensure you are consistently on top of everything that needs to get done for your event. To avoid last-minute stress, organizers have to consistently compartmentalize tasks, projects, and people, which means that the days prior to the event are all about ensuring that no stone goes unturned - everything from sponsorship to ordering the right amount of coffee. 4.Organizing a stellar event takes weeks, if not months of hard work. ![]() Think of it like making a schedule where you’ll want to assign each task the day and time in which they’re expected to be started and completed. This is where you are going to have to figure out which actions should be prioritized and the order for everyone that should be done. Step 4: Organize when each action has to take place. ![]() Don’t forget to include other important details such as where to get them and the amount of each item you’ll need. Make sure that you provide accurate descriptions for every single one that you include in the checklist. It is also important that you make a list of all the materials and equipment you’ll need to fulfill certain actions. For every action that you need to list down, be sure to include detailed descriptions for each so that you will know exactly what has to be done. Now you are going to have to make a list of all the things that you will need to do for the event that is going to happen. Is it for the organizers so that they can prepare things easier? Is it for things that need to happen after the event? Make the purpose clear as this will tell you what the items the checklist should consist of. When making this type of checklist, it is important that you know exactly what it is going to be used for. 4 Steps for Making an Event Checklist Step 1: Know the purpose of the event checklist. Download this template now so that you are able to create one and to ensure that you are able to do everything that you are supposed to in order to properly coordinate an event. ![]() To make things much more manageable, you can create a checklist for yourself. Those of you who are in charge of coordinating events will know how difficult it is to keep track of everything that has to be done.
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