The power of a checklist (part 3) – from the idea to its implementation

This post is a continuation of a series devoted to the power of the checklist. Check the previous ones if you want to find out why the checklist is an inseparable element of the organization of events and what points should it contain at the planning stage.

Meanwhile, time is chasing the organizers of the events inexorably. You have already made assumptions about the most important elements of the event. You have a clearly defined goal and outlined plan for its implementation. What’s next?

Time for particulars: 6 months before the event

Your plan is already implemented, and your colleagues have already begun to work intensively in its various aspects. You already have estimated budget figures, now it’s time for specific facts. Certain elements will appear on your checklist:

It’s getting hot: 1–2 months before the event

Work on the organization of the event is ongoing, you and your team have certainly encountered the first obstacles. However, you still have a time buffer to handle them efficiently. At this stage, it is important to confirm the previously made arrangements and remind the parties of the terms of the contract. In your checklist you will probably find the following items:

  • event plan: clarification of the event program: confirmation of the time frame of individual program elements / confirmation of catering;
  • lecturers: confirmation of the participation of the lecturers / obtaining an outline of the training / workshop / lecture;
  • sponsors: confirmation of sponsor participation and sponsorship conditions;
  • venue: make sure that the site complies with the settled conditions;
  • participants: reminder about payments for participation in the event;
  • promotional activities: increased activity in social media / publication of notes about speakers, VIPs, information from the preparations for the event;
  • logistics and equipment: confirmation of the possibility of using the previously planned arrangement of tables and chairs in the halls / confirmation of availability and booking of audiovisual equipment;
  • budget: monitoring compliance with the assumed budget.

***

Pressure is rising, time is short and phones are breaking off. Meanwhile, you are still in the preparation stage for the event and there are a lot of things that you have to watch out for. You start counting down the days: The power of a checklist (Part 4) – 3… 2… 1… 0… start!

 

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