Event Planning and Coordination
Pre-Event Planning
- Meet with stakeholders to discuss desired outcomes
- Outline specific goals for the event
- Estimate costs for venue, catering, entertainment, etc.
- Allocate funds for marketing and promotions
- List key milestones leading up to event day
- Include deadlines for tasks and responsibilities
- Research potential venues that meet event requirements
- Visit and evaluate venues in person
- Identify required permits and licenses for the event
- Submit applications and fees in a timely manner
Vendor Coordination
- Research potential catering services
- Request quotes and proposals
- Schedule tastings
- Negotiate pricing and menu options
- Sign contract once terms are agreed upon
- Research potential entertainment options
- Check availability and pricing
- Sign contract once terms are agreed upon
- Provide any necessary technical requirements
- Determine equipment needs
- Contact AV companies for quotes
- Book equipment and tech support
- Provide event schedule for setup and operation
- Organize transportation needs
- Negotiate pricing and services
- Confirm pickup and drop-off locations
- Provide event schedule for transportation logistics
- Identify rental needs
- Request quotes for equipment and furniture
- Book items and delivery/pickup times
- Confirm setup requirements
- Review and sign vendor contracts
- Ensure all terms are clear and agreed upon
- Keep copies of all contracts for reference
- Confirm payment schedules
- Request certificates of insurance
- Ensure coverage meets event requirements
- Keep copies on file for reference
- Follow up with vendors if necessary
- Communicate event schedule to vendors
- Coordinate delivery and setup times
- Provide contact information for venue access
- Confirm setup requirements
- Share event schedule and timeline
- Communicate any specific requirements
- Confirm vendor responsibilities
- Provide contact information for day-of communication
- Review event details with vendors
- Confirm delivery and setup times
- Address any last-minute changes
- Ensure vendors have necessary information
- Compile vendor contact information
- Organize list for quick reference
- Distribute contact list to key event team members
- Update list as needed
Marketing and Promotion
- Design brochures, banners, and other printed materials
- Include event details, date, location, and highlights
- Choose a user-friendly platform like WordPress or Wix
- Include event schedule, speaker information, and registration details
- Create accounts on platforms like Facebook, Twitter, and Instagram
- Post regularly with engaging content and event updates
- Craft a compelling press release with event information and highlights
- Distribute to local media outlets and industry publications
- Reach out to local newspapers, radio stations, and TV channels
- Offer exclusive interviews or behind-the-scenes access
- Use eye-catching designs and include key event details
- Distribute in high-traffic areas and partner establishments
- Choose a unique and memorable hashtag related to the event
- Promote the hashtag on all marketing materials and communications
- Identify relevant influencers with a large following in the target audience
- Offer complimentary tickets or exclusive content for promotion
- Define target audience demographics, interests, and behaviors
- Use platforms like Facebook Ads or Google AdWords for targeted campaigns
- Showcase event highlights, speakers, and activities in a short video
- Share on social media and event website to generate excitement
- Set a deadline for early bird discounts to create urgency
- Promote discounts through email marketing and social media
- Identify complementary businesses with a similar target audience
- Offer cross-promotion benefits like sharing marketing materials or promotions
On-Site Coordination
- Arrange tables, chairs, and decorations as per event layout
- Ensure signage and banners are displayed correctly
- Check lighting and temperature in the space
- Confirm delivery times and location with each vendor
- Provide vendors with event layout and instructions
- Assist vendors with any setup issues
- Ensure registration area is set up with necessary supplies
- Check-in attendees and provide name badges or tickets
- Address any registration issues or questions
- Review event schedule and timeline
- Ensure all activities are running on time
- Make adjustments as needed to keep event on schedule
- Have emergency contact information readily available
- Stay calm and address emergencies promptly
- Communicate with staff and attendees as needed
- Confirm arrival times with vendors a day before the event
- Check in with vendors as they arrive on-site
- Address any issues with vendor setup immediately
- Check food presentation and quality
- Monitor food service times and replenish as needed
- Address any dietary restrictions or special requests
- Test equipment before event starts
- Have backup equipment on hand
- Address any technical issues promptly
- Review security plan with security team
- Ensure all entrances and exits are monitored
- Address any security concerns as they arise
- Hold pre-event meeting to review roles and expectations
- Provide staff and volunteers with event schedule
- Assign specific tasks to each individual
- Check restrooms, seating areas, and vendor booths
- Address any cleanliness or organization issues
- Ensure event space is easily navigable for attendees
- Stay flexible and adapt to changes as needed
- Communicate changes to staff and vendors
- Ensure changes are implemented smoothly
- Distribute feedback forms or surveys to attendees
- Ask vendors for input on their experience
- Review feedback to identify areas for improvement
Post-Event Wrap Up
- Create an online survey to gather feedback on the event
- Send out follow-up emails to attendees requesting feedback
- Compile and analyze feedback to identify common themes and areas for improvement
- Personalize thank you notes for each sponsor and vendor
- Include specific details about their contribution to the event
- Express gratitude for their support and partnership
- Gather all receipts and invoices related to the event
- Compare actual expenses to budgeted amounts
- Identify any discrepancies and analyze reasons for overspending or underspending
- Review event objectives and goals set before the event
- Compare actual outcomes to the desired outcomes
- Identify areas of success and areas for improvement
- Brainstorm ideas for future events
- Set tentative dates and locations for upcoming events
- Create a preliminary budget and timeline for future events
- Include attendance numbers, revenue generated, and expenses incurred
- Highlight successful aspects of the event and key accomplishments
- Identify areas that need improvement and propose solutions
- Schedule individual meetings or phone calls with vendors
- Ask for honest feedback on their experience at the event
- Address any issues or concerns raised by vendors
- Input new contact information into the event database
- Segment attendees based on their interests or engagement level
- Use updated database for future event promotions and communications
- Schedule a meeting with all staff and volunteers involved in the event
- Encourage open and honest feedback from team members
- Identify successful strategies and areas for improvement for future events
- Create an online survey with questions about attendee experience
- Include open-ended questions to gather detailed feedback
- Analyze survey responses to identify trends and areas for improvement
- Invite key stakeholders to a meeting to review event outcomes
- Present event report and key metrics to stakeholders
- Discuss next steps and future event planning with stakeholders
Use in Manifestly