gala event - dinner, speakers, entertainment

Dinner

Ensure dietary restrictions are noted and accommodated

Coordinate with serving staff on timing and flow of dinner service

Verify menu and beverage selections

Double check table assignments and seating arrangements

Confirm that the bar is fully stocked and staffed for the evening

Ensure that all necessary equipment for serving the dinner is set up and in working order

Communicate any special instructions or requests to the catering team

Conduct a final walkthrough of the dining area to make sure everything is in place and ready for guests

Speakers

Confirm arrival times with each speaker

Provide speakers with necessary equipment and AV support

Review speaking points and introductions with speakers

Ensure microphones and sound system are working properly

Coordinate with event coordinator on timing of speeches

Prepare speaker gift bags with thank you notes and event schedule

Remind speakers of any specific instructions or details for their presentation

Conduct a final run-through with each speaker to address any last-minute concerns or changes

Assign a staff member to assist each speaker during the event

Entertainment

Confirm arrival times and setup requirements with entertainment acts

Coordinate sound check and tech rehearsal with entertainment

Review performance schedule and timing with entertainment acts

Provide green room or waiting area for entertainers

Confirm payment arrangements with entertainment acts

Ensure all necessary equipment and props are available for entertainment acts

Communicate any last-minute changes or updates to entertainment acts

Arrange for security or crowd control during entertainment performances

General

Verify event timeline and schedule with event coordinator

Conduct final walk-through of event space

Confirm all decorations and signage are in place

Coordinate with event staff on guest check-in and registration

Ensure all necessary supplies and materials are on hand (such as programs, name tags, pens, etc.)

Test all audio/visual equipment and technology to ensure it is working properly

Confirm final headcount with catering staff

Review seating arrangements and make any last-minute adjustments

Brief event staff on any last-minute updates or changes

Confirm payment arrangements with vendors and suppliers

Prepare thank you gifts for speakers or special guests

Have a designated person in charge of handling any unexpected issues or emergencies

After Event

Collect feedback from guests and attendees

Thank speakers, entertainers, and catering staff for their contributions

Coordinate with event staff on breakdown and clean-up process

Conduct post-event debrief with event team

AI Checklist Generator

gala event - dinner, speakers, entertainment - checklist for day of event

Dinner

Speakers

Entertainment

General

After Event