gala event - dinner, speakers, entertainment - checklist for day of the event
Pre-Event Setup
- Position table near entrance for easy access
- Organize registration materials (name tags, attendee lists, pens)
- Ensure sufficient space for attendees to line up
- Place directional signs throughout venue
- Hang banners or posters for event branding
- Set up centerpieces or decor for tables
- Check all microphones, speakers, projectors, and screens
- Ensure all cables are connected properly
- Test audio and video quality
- Arrange tables in desired layout (round, banquet, etc.)
- Ensure chairs are aligned and evenly spaced
- Check for stability and comfort
- Confirm menu with catering staff
- Ensure dietary restrictions are accounted for
- Check bar setup and availability of drinks
- Review security plan with staff
- Assign security personnel to designated areas
- Prepare for bag checks or ticket scanning
- Check timing for speakers, entertainment, and breaks
- Coordinate any changes with event coordinator
- Ensure smooth transitions between program segments
- Review event roles and duties with each staff member
- Clarify chain of command and communication channels
- Address any questions or concerns
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