This post is the last in a series devoted to the power of a checklist. Check the previous ones if you want to find out why the checklist is an inseparable element of the organization of events, what points should it contain at the planning stage and a few months before its start.

Meanwhile, there is no time for jokes – the event is going to start really soon. This is the last moment when you can revise your plan.

It’s getting hot: 1 week before the event

Shortly before the event, take a closer look at your checklist to ensure yourself that everything is going according to plan, including:

Pre-event madness: 1 day earlier

There is still time to make sure that the machine is well oiled and improve the details (everyone knows that the devil is in the details). So your checklist can now have items like:

  • ensuring correct marking at the place of the event: reception, lecture hall, toilets etc.;
  • checking audiovisual equipment: sound system, microphones, recorders;
  • checking reception supplies: badges, certificates, stapling pens etc.;
  • checking the correctness of the settings of training rooms.

3, 2, 1, 0 … start: on the day of the event

This is the day when you will gather the fruits of your hard work. In order for the event to run as planned, your checklist may include the following points:

Phew… it’s finally over

In this part of the checklist, place the elements of the process that are necessary to close the project with success, eg:

  • clean the venue: regardless of whether you do it on your own or whether you outsource this action, you must ensure that you leave the venue intact;
  • thank the event team members, volunteers, lecturers and participants;
  • send satisfaction surveys;
  • summarize the budget;
  • do the project summary, including SWOT analysis of the event (strengths and weaknesses, opportunities and threats).

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A man in his nature is not perfect, he is inconsistent, he makes mistakes, he sometimes forgets about various matters, and above all – he has a tendency not to pay attention to details. Meanwhile, a checklist is a system tool – if well structured, it perfectly supports efficiency, not letting you forget about the most important aspects of the process. The undeniable advantages of this tool include: limiting the risk of making mistakes, optimizing work, improving communication and transferring tasks in a team, motivating to further action. So let’s take a moment to construct it!