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:
- event plan: creation of a framework program of the event: topics of training sessions / coffee breaks / refreshments;
- lecturers: invitation for preferred lecturers: analysis of potential candidates / confirmation of participation / acquisition of biographical notes and photos for publication in promotional materials / request to create a training / workshop outline / lecture;
- sponsors: creating proposals for sponsors / presenting proposals to interested parties / confirming the participation of sponsors;
- venue: check availability / control visit / booking space;
- participants: final payment for the event / configuration of the registration system / registration opening (eg with the option of early birds);
- promotional activities: creating an event website / creating advertising materials / promoting events in social media / radio spots;
- logistics and equipment: layout of tables and chairs in the rooms / security of audiovisual equipment in accordance with the indicated specification;
- budget: monitoring compliance with the assumed budget.
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.
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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!