Perfect event management checklist
Perfect checklist for Event Management Dubai
4-6 Months Ahead of Event
- Establish event goals and objectives
- Select date
- Identify venue and negotiate details
- Develop Event Master Plan
- Get cost estimates (e.g., room rental, food & beverages, equipment, speaker fees, travel, etc.) and create a budget
- Recruit event committee, event manager or chair and establish sub-committee chairs
- Create and launch publicity plan & brand your event (ensure staff and/or volunteers are identified to manage specific tasks – e.g., media relations, VIP coordination, printed material design & printing coordination, signage, online /social media, etc.)
- Identify and confirm speakers/presenters/entertainers
- Identify and contact sponsors/partners
*start your planning as early as possible.
3-4 Months Ahead of Event
Speaker/presenter/entertainer liaison:
e.g.:
- finalize presentation/speech topics
- get bio information, photo
- travel & accommodation arrangements
- have contracts signed if appropriate, etc.
Financial/Administration: for example, determine:
- Registration fees
- Set up/enable online registration
- Sponsor levels/amounts
- Identify items to be underwritten and accounting tracking details
Venue/logistics planning, e.g.:
- Investigate need for any special permits, licenses, insurance, etc.
- Determine and arrange all details re menu, A/V equipment, registration set-up, parking, signage, etc.
- Review security needs/plan for the event with venue manager
Publicity: Follow publicity plan, e.g.,
- Develop draft program
- Create draft event script (e.g., MC, speaker introductions, thanks, closing, etc.)
- Develop publicity pieces -- e.g., newsletter articles and/or ads, radio spots, print blog posts articles for submission to other publications and/or ads, etc.
- Request logos from corporate sponsors for online and printed materials
- Develop and produce invitations, programs, posters, tickets, etc.
- Develop media list & prepare News Release, Media Advisory, Backgrounder and all media kit materials (e.g., speaker info, photos, etc.)
- Create event page on your website
- Enable/create email event notifications
- Create a Facebook event page
- Develop a promo video and post on YouTube and your Facebook page
- Register your event on a variety of online event calendars
- Create some buzz on your blog or member forums
- Determine VIPs and create invitation & tracking document (e.g., spreadsheet)
2 months prior to event
Send reminders to contact list re registration/participationPresenters/Speakers:
e.g.:
- Confirm travel/accommodation details
- Request copy of speeches and/or presentations
Sponsorship: Follow up to confirm sponsorships and underwriting
Publicity:
- Release press announcements about keynote speakers, celebrities, VIPs attending, honourees, etc.
- Post your initial event news release on your website and circulate to all partners, affiliated organizations, etc.
1 week ahead
- Have all committee chairs meet and confirm all details against Master Plan – and ensure back-up plans are developed for any situation (e.g., back-up volunteers as VIP greeters, additional volunteers for registration or set-up, etc.)
- Finalize event script
- Brief any/all hosts, greeters, volunteers about their event duties and timelines
- Final seating plan, place cards, etc.
- Provide final registration numbers to caterer
- Make print and online copies of any speeches, videos, presentations, etc.
- Final registration check, name badges & registration list
- Determine photo op and interview opportunities with any presenters, VIPs etc. and confirm details with interviewee and media
1 day ahead
- Confirm media attending
- Ensure all signage is in place
- Ensure registration and media tables are prepared and stocked with necessary items (e.g., blank name badges, paper, pens, tape, stapler, etc.)
- Ensure all promo items, gifts, plaques, trophies, etc. are on-site
Event day
- Ensure you have copies of all instructions, directions, phone numbers, keys, extra parking permits for VIP guests, seating charts and guest lists with you
- Check-in with each Committee Chair to ensure their team is on track
Very informative blog ...I truly value the time and effort invested in this post.
ReplyDeleteEvent Planner In Dubai takes care of all aspects of organizing an event, from planning and coordination to execution. They assist with selecting venues, catering, decor, logistics, entertainment, and guest management. With their expertise and established vendor connections, they ensure your event runs seamlessly, stays on budget, and aligns with your unique requirements, whether it’s a corporate event, wedding, or large celebration. Their primary goal is to minimize your stress, so you can enjoy the event while they manage every detail.