event hub

Planning an event doesn’t need to be an overwhelming and frustrating task. Planning an event can actually be fun and exciting if you know how to make things easy for yourself. Indeed, the first thing that you should do to ensure your event is planned properly is to create an event-planning checklist. A carefully planned checklist will ensure you stay focused and organized.

WANT TO PLAN BIG OR SMALL EVENTS?

BIG EVENTS INFORMATION:

Big event

Consider this checklist a starting point for planning your own big event. Some customization may be needed to meet the needs of your unique conference, race, charity event or any other type of activity you organize. Note: Some of these items may or may not apply to your event, and are provided as suggestions only.

Before the Event

Check here for pre-event list

Event Day

• Gather staff for a full briefing. It’s important to brief your staff so that everything goes according to plan. 
• Ensure you have copies of all instructions, directions, phone numbers, keys, extra parking permits, seating charts and guest lists with you
• Review chain of command in case of emergency. It’s important to know which person to contact in case of emergency. All emergency contact numbers should be well circulated before the event.

After the Event:

• Gather all receipts, documentation, final registration data, etc. and update budget

After the event:

• Gather all receipts, documentation, final registration data, etc. and update budget

• Send acknowledgement letters to:
sponsors, volunteers, speakers/presenters, donors
◦ the Media

• Post-event publicity 
• Conduct a post-event survey, this is just to learn what people enjoyed about your event, and to look for ways of improving the event.
• Conduct a thorough evaluation
• Take time to debrief and write a post-event analysis
• Post-event publicity 

• Conduct a post-event survey, this is just to learn what people enjoyed about your event, and to look for ways of improving the event.
• Conduct a thorough evaluation

• Take time to debrief and write a post-event analysis

SMALL EVENTS INFORMATION:

small event

Here is a checklist of items to consider when coordinating small events.

Before the Event:

• Decide upon your target audience. This structured approach will also help you to stay focused on achieving specific goals.
• Select date and time. This should be completed before moving on to any intricate details. Check the calendar and make sure you don’t schedule your event on or too close to holidays or popular vacation times.
• Choose the right venue. You need to know the number of people to, then you can choose the room depending on the capacities of your venue. 
• Food and Beverage. Estimate number of attendees and make sure to know about allergies and food preferences. There are ways to know that, (e.g, When your attendees and volunteers grab their tickets online, use this as a chance to find out their food preferences). 
• Make sure you know your team. Delegate responsibilities, then follow up.
• Marketing Strategy. You need to present your event in a way that entices others to make them excited to attend. (e.g, Use Twitter hashtags or other social media sites and let people know what speakers will cover, or highlight the activities.) 
• Make a budget. it’s a good idea to start signing sponsors first, or selling advance tickets to make sure there is enough interest in your idea to fund it. If this is a smaller event, then budget per person.
• Imagine the event, step by step, what could go wrong in one column, and your contingency plan in the second. Be prepared for the unexpected.

After the event:

• Include questions & answers sessions and feedback forms. The best way to plan your next event is to listen to feedback from your current one. Feedback forms are easy enough to include in your information packets, but make sure you instruct attendees on how you want them submitted.
• Add Post-event Networking. Be proactive in promoting all post-event functions
• Send thank-you’s letters for your team (participants) and sponsors.
Events

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Check This
 


CITY PERMIT PACHINKO.pdf

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