Basic Event Planning Check List

Key words:

PLAN,

PREPARE,

TEAM WORK

Set your goals what message are you sending out? What
do you want your audience to learn or understand from your
project?
Location how much space will you need? Will you need
tables and chairs? Decide.
Personnel needed who will meet & greet people as they
arrive? Who will be the main Speaker/s ? Who will be doing the
set-up and tear-down crew of the booth? Who will put up the
publicity posters?
Consider : health and safety and any hazards make sure you
have taken precautions to ensure that people are safe when they
visit your booth.

Equipment needed - How are you getting the equipment

you need, like computer, mic, speakers, etc? What
arrangements do you need to make to ensure that you have what
you need ?
Booth / Stand layout and design & Set up & Tear

down, dcor : who are the crew doing the set-up and teardown? Who is designing the booth? Who is planning the room
layout? Have you prepared a design to give to the crew to
follow? Do you need a banner for your booth / stand? Who is
creating it? Who is designing it?

 Give aways (for guests) i.e. leaflets, gift, etcdo you want to
give something away to your visitors/ guests? What will it be? Is
there a cost? When and how will you give it away?
Coordinate how you will work as a team on the day

Publicity who is doing this? Who is designing the publicity

material? What will the publicity material be? How will you do
the publicity?
After event evaluation did you have any problems? How
did you solve problems? Could you have done this differently or
more effectively?
Meetings you need to schedule to have updates of progress
and to solve problems. Make sure you do this.
Planning Schedule - timeline and organizational chart you must create a schedule / timeline of action and an
organizational chart with tasks and jobs for all team members.