meet with client to conclusion of event

Pre-Event Planning

  • Review event date, time, location, and any special requests with client
  • Clarify client expectations and ensure all details are accurate
  • Outline all tasks and deadlines leading up to and during the event
  • Include setup, breakdown, and any key milestones
  • Communicate setup requirements to each department
  • Ensure all departments are aligned on responsibilities
  • Confirm menu selections, dietary restrictions, and setup details with catering
  • Review AV needs, equipment setup, and technical support
  • Identify required permits and approvals for the event
  • Submit applications and follow up to ensure timely approval
  • Verify guest count, special requests, and seating arrangements
  • Communicate any special accommodations to relevant departments
  • Arrange transportation options for guests, if needed
  • Confirm parking availability and provide instructions to guests
  • Review and sign contracts with all vendors and suppliers
  • Ensure all terms, pricing, and services are accurately reflected
  • Inspect event space for setup requirements and any last-minute adjustments
  • Address any concerns and confirm readiness for the event

Day of Event

  • Stand at the entrance with a warm smile.
  • Welcome the client by name.
  • Assist with any immediate needs, like luggage.
  • Offer a beverage or refreshment.
  • Guide them to the event space.
  • Inspect seating arrangements and table settings.
  • Check decorations and branding materials.
  • Verify signage is clear and visible.
  • Ensure accessibility for guests with special needs.
  • Confirm all areas are clean and presentable.
  • Gather staff for a quick meeting.
  • Review roles and responsibilities clearly.
  • Discuss the event schedule and key timings.
  • Highlight any special requests from the client.
  • Encourage open communication during the event.
  • Walk through the event space periodically.
  • Observe guest interactions and activities.
  • Stay alert for any problems or disruptions.
  • Be proactive in offering solutions.
  • Maintain a visible presence to reassure guests.
  • Meet with each vendor upon arrival.
  • Confirm their setup timeline and requirements.
  • Check that all supplies and equipment are available.
  • Address any last-minute changes or needs.
  • Maintain communication throughout the event.
  • Test microphones, speakers, and projectors.
  • Check sound levels and visual clarity.
  • Ensure backup equipment is available.
  • Coordinate with tech support if issues arise.
  • Confirm with the client that everything meets expectations.
  • Verify food and beverage stations are stocked.
  • Check that staff are attentive and serving promptly.
  • Monitor food temperature and presentation.
  • Address any guest dietary concerns.
  • Ensure timely service according to the schedule.
  • Connect with entertainers or speakers before the event.
  • Confirm their arrival time and any tech needs.
  • Review their schedule and set expectations.
  • Provide them with an event itinerary.
  • Ensure they feel welcomed and prepared.
  • Have a detailed event schedule on hand.
  • Monitor timing for each segment closely.
  • Be flexible and ready to adapt as needed.
  • Communicate any changes to staff and vendors.
  • Ensure the client is informed of adjustments.
  • Circulate among guests to engage with them.
  • Ask for feedback on their experience.
  • Be attentive to any visible issues.
  • Respond promptly to special requests.
  • Document any concerns for future reference.

During Event

Post-Event

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