Great events don't just happen - they are the result of clear and thorough planning with a lot of enthusiasm and hard work. The following information should be helpful to ensure your planning gets off to a smooth start. Once you have all your criteria sorted, you will be ready to get organising. Our checklist may help you plan your timeline, or just ask our events team for help to make this a hassle-free occasion.
Helpful hints to get you started:
| What do you want to achieve: |
- List key things you want your guests to get out of your event
- How will your success be measured
- What is the outcome for the event
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| What resources have you got: |
- How much will your event cost - what is your budget
- Are you charging an admission fee to create income
- Who is available to help you organise the event
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| What is your timeframe: |
- Work backwards from the event date to ensure you can complete all your tasks along the way
- Book your venue early to ensure availability
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| Who is attending: |
- Allow for a minimum and maximum attendance
- How will you contact them and keep them informed (invites/reminders/media plan/marketing/brochures)
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| When is the event: |
- Check the school holidays, public holidays and special events in the region do not clash with your date
- What will the weather be like at this season (cold/hot/wet/dry)
- What else is happening around that time that may create pressure to attend
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| Do you know the venue: |
- What facilities do you need (plenary/breakout/media room/space for catering/exhibition area)
- Make sure your event will fit in the spaces available
- Take time to do a familiarisation tour of the venue - check how your event will flow in the spaces suggested
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| What are your requirements: |
- Make a list of things to consider (eg: theming/entertainment/ event branding)
- Consider any health and safety risks issues that might need to be addressed
- What sort of catering will suit the event (canapes/sitdown lunch or dinner/working meal)
- Will your guests be standing or sitting to eat - choose a menu that will suit the style of eating
- Consider when you will be breaking for food (what works in the morning is not good at the end of the day)
- Are there any presentation components (will you need sound, lighting,computers and AV presentation equipment)
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| Have you thought about the following? |
- Do you require tea & coffee on arrival
- Do you require name tags or place cards for your event
- Do you need to provide your guests with a registration pack on arrival
- Are you planning to hold a dinner or cocktail party - do you need theming, menus, or entertainment
- Do you require registration at your event
- Does your event require a seating plan
- Have you considered the different dietary requirements of your guests
- Does your event need security
- Do you require your event to be photographed
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