Event checklists templates

Include items like your program, flyers, website graphics, and signage Determine deadlines to send items to printers to receive materials on time. Include accessibility information and resources the Melbourne Convention Centre provides a good example Ensure the website has accessible features like alt text in images and proper color contrast Planners can consult with CIDI. Review the information about promoting your event. Review the information about parking and transportation and ensure transportation options are accessible for guests.

Who is coordinating? If so, do for assessment purposes. Request a photographer. Request a videographer. Email Maggie Nicholson. Consider requesting a hotel block if a large portion of your attendees are traveling. Always ask for dietary and special needs If appropriate, ask for phonetic spelling of name for use later in presentation.

Review the information about booking entertainment President Cabrera prefers to incorporate as many students as possible in musical performances Think about all aspects of the event guest arrival, duration of event, etc. Student Ambassadors are great resources Manage volunteers. Send to the administrative assistant to whom you sent the Carnegie Executive Request Form. Trends and Event Ideas Incorporating special touches for guests Thinking "outside the box" and engaging your audience.

Set menu with caterer — know that you can confirm the final head count approximately closer to the event. Recruit an event committee. This includes selecting an event manager or chair, and establishing sub-committee chairs.

Brand your event. Start building out an event website or pages on your website that describe the event. Develop an event logo and tagline. Create and launch publicity plan. Who will you need on hand during the event? Determine if you need event registration software to make the process easier.

There are a variety of different software tools that can help streamline the event process. Determine if you need other event management software. Release early-bird tickets. Ensure registration forms are accessible and allow space for preferred pronouns and preferred names.

Some points you'll need to remember include: Build out required documents for your team. Assess accessibility requirements e. Communicate accessibility requirements to staff. Follow publicity plan: Develop draft program Create draft event script e.

Develop publicity pieces -- e. Request logos from corporate sponsors for online and printed materials Develop and produce invitations, programs, posters, tickets, etc. Download it here. Send reminders to your contact list regarding registration and participation.

Post your initial event news release on your website and circulate to all partners, affiliated organizations, etc. Post more details about your event on social media Close early-bird tickets; release standard pricing. Finalize and proofread printed materials. Event planning isn't easy — check out this event planning checklist to save yourself some time! By this point, the majority of the event details should be confirmed and all that's left will be final touches, such as: Have all committee chairs meet and confirm all details against Master Plan.

You should also ensure back-up plans are developed for any situation e. Finalize event script. Assign practice sessions for anyone who has a speaking slot. Finalize your seating plan. Ensure it includes wheelchair-accessible areas and has clear paths through the venue. Provide final registration numbers to caterer. Make print and online copies of any speeches, videos, and presentations.

Depending on when your registration closes, this may not be possible until a few days in advance, but try to finish it as early as possible. Determine photo op and interview opportunities with any presenters and VIPs. Confirm details with media attendees.

Ensure all signage is in place — both around the venue and any other areas in which it's needed. Ensure registration and media tables are prepared and stocked with necessary items such as blank name badges, paper, pens, tape, stapler, etc. Ensure there are enough outlets. If not, consider bringing power bars for attendees and your team. Get an added advantage of being able to add or change any content in the checklist.

Event planning worksheets can also play a very major role in these cases. You can now download the template in any electronic device with ease. Get this 8-page document available that is available in standard business fonts.

Insert your information over the highlighted sections. You can also share it digitally on any social media sites with ease. Thanks to its auto calculation feature, the daunting task of event planning is made that much easier. It helps make sure that you did not forget anything that is important and should not be missed on a special day for the bride and groom.

Leave no stone unturned and be confident about going to the wedding using this easily editable checklist. Check it out now! Know why you are making the checklist and mainly, what kind of an event are you hosting.

Checklist templates in Google Docs will help you create the best checklists for every possible topic. Step 2: Event Details The next thing for you to do would be to make sure that you have all the details of the event in place. Details like the venue, location, landmarks, address, etc. Also, have the guests list with you so that you will know the number of people who will attend the event. Step 3: Budget Finances are an important part of managing any kind of event. Use this to-do list template to plan, prioritize, and carry out all the necessary tasks for your event.

You can track the progress of each item toward completion by choosing a predetermined due date. The template includes room for additional notes or comments, which is particularly useful when sharing a to-do list. This template provides an outline for you to work from as you craft a personalized event management proposal.

Word PDF. An event planner contract should clearly outline the expectations of the client, the responsibilities of the event planner, the terms of the agreement, and any pertinent project details. You may also want to include a contract with your event proposal - in this case, use this template as a model for creating your own event planner contract where you can list services, terms, and other important business details.

Professional wedding planners and individuals getting married can benefit from an event checklist template. Wedding planning involves many moving pieces, from decorations to food and photography, so a simple checklist can make planning easier, and help identify expenses and ensure that nothing important is forgotten.

A post-conference evaluation can provide critical data about which elements of your event were successful and help identify areas for improvement. You can use this event evaluation for any type of event, and can customize it for internal team members or event attendees. Once you determine the information you want to collect, including which aspects of the event or planning process you want to review, simply customize the form to meet your needs.

This template provides a calendar format with an adjacent column for listing events. The calendar displays all 12 months of the year on a single Excel sheet, making it easy to scan through months, plan ahead, and quickly view the events listed in the corresponding column.

Each month is also color-coded with alternating hues for easy viewing. A budget is an important conference management tool that planners use to identify expenses and resource requirements, inform event decisions, and support an overall plan. Use this template to estimate projected costs and track actual expenses. Comparing your projections with actual costs can help to create more accurate estimations for future conferences.

This event budget template itemizes expenses in a spreadsheet format and also represents data as visual charts. You can use this format to quickly identify which costs are using the largest percentage of the budget.

For example, you might discover that certain costs, such as event programming, food service, advertising, and venue rentals are the biggest expenses.