Event Management Checklist

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.

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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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