20 May 2019

Community Event Checklist

Planning an event seems like an easy task, but the truth is that it’s not. In fact, if you are planning a community event, then you need to make sure that you are preparing for it at least 3 to 4 months before so that you don’t end up messing things at the 11th hour. As an event manager, you have to take care of so many things that you can easily get confused, which is why creating an event checklist is a wiser thing to do.

Deciding on a venue should be on the top of your priority list because you can only work on the rest of the tasks once you know where the venue is and how much space you have to fill in. If you are planning a corporate event, then do check out the corporate venue hire in Melbourne’s CBD, you can get some great venue ideas from here.

Other than all of this, we are now going to put down a checklist in front of you so that you can easily plan your upcomingcommunity event without getting into any confusion.

For starters, you need to start working on the below checklist at least 3 to 4 months ahead of the event.

  • Establish the goals and objectives of the event
  • Select a date that is suitable for all the guests
  • Choose a venue and then negotiate a bit on the rates
  • Come up with an event master plan
  • Estimate the overall cost that includes the cost of speakers, food, rental rooms, beverages, etc.
  • Hire an event manager or an event committee
  • Start working on the branding of your event
  • Check out the sponsors and confirm them
  • Confirm the equipment that you will be using on the event day
  • Prepare a speaker or an entertainer who will be hosting the event
  • Prepare a speech
  • Create some member forums
  • Create a Facebook page
  • Create some hype and buzz about your event and start early so that more people can join in

2 Months Before the Event

  • Send out reminders to your guests
  • Follow up and confirm the sponsors
  • Confirm the accommodation
  • Check the venue
  • For publicity, send out press releases

1 Week Before the Event

  • Have a meeting with your manager and the committee
  • Finalise the scripts and presentations
  • Finalise the seating plan
  • Print out copies of the speeches
  • Check the registrations

On The Day of the Event

  • Be at the venue at least 4 to 5 hours before the event
  • Call the sponsors and make the arrangements
  • Make sure that the event is on track

Mentioned above is the checklist you need to follow to arrange an outstanding event. We’ve said this before and we are saying it again that if you really want your event to go according to your plan, then just start before time and plan way ahead. This will definitely come in handy to you and you won’t be disappointed with your organised event.