Confirm Event Details

Event organizers should thoroughly review these various checklists to ensure that all details are addressed and to verify that all essential items are in place for the event.

1-2 weeks out

• Follow-up with RSVP list – make personalized phone calls and emails, if necessary
• Confirm order with caterer
• Confirm participation with all VIPs/presenters.
• Confirm all travel arrangements
• Confirm staff/volunteer for each aspect of the event
• Create seating plans and room diagrams for assistance with set-up and day-of-event questions
• Develop photo shot list
  • Update the photographer with any location or time changes.
• Hold pre-event meeting with all significant stakeholders (vendors, managers of venue, key committee members, and volunteers, etc.)
  • Confirm setup and breakdown times
  • Provide directions to load-in location
  • Confirm equipment, any cost changes, and important details
  • Request day-of contact information
  • Provide your day-of contact information and any co-leads or back ups
• Do one last walk-through of venue
• Hold training session with volunteers
  • Attire: how do you want your staff/volunteers to be dressed?
  • Parking: where will your volunteers park?
  • Check-in: Where will your volunteers meet/check-in on event day?
  • Food/beverage: Will you be feeding your volunteers or will they need to eat prior to participating?
• Ensure all printed materials/collateral are assembled and correct
• Make name tags/lanyards for attendees and have extra plain ones on hand for surprise guests
  • Suggest magnetic/reusable with clip tags for those who are unable to use magnetic
  • If disposable, suggest Avery 8395
  • Preferred template – Arial Bold, first name centered 54 pt; last name underneath in 48 pt
  • Create two name tags for name variations (i.e. Joseph and Joe)
  • Consider purchasing machine for onsite name tags
  • Include any dietary cards with name tags
• Create “Event Day Survival Kit” full of needed items
  • Pens, tape, scissors, mints, safety pins, extra name tag inserts & holders, label maker
• Create detailed hour-by-hour event agenda (event plan) for key volunteers/vendors and distribute to them
• Send final information to participants, including directions, maps, last minute details, etc. 
• Create volunteer duty form
• Distribute parking passes
• Send completed Run of Show and RSVP list to VIPs

1-2 days prior

• Create final to-do list to determine all tasks are complete
• Ensure all appropriate contacts’ information is listed where you can easily retrieve it
• Recheck all equipment/materials to ensure nothing is damaged, quantity is correct, etc.
• Reconfirm schedule with caterer
• Set-up registration area, if possible, so you are prepared for the next day
• Decorate room if you can
  • If not, gather supplies together and label items for faster setup
• Deliver materials/equipment to venue site
• Test web streaming
• Be prepared to troubleshoot changes day-of
• Discuss backup plans
  • Rain plan
  • Safety plan
  • Emergency plans

Day of event

• Arrive early and do one last walk-through
• Oversee vendor set-up
• Ensure all VIP materials are correctly labeled and in place
• Check all set-ups
• Ensure waters are in podium
• Display parking/directional signs

After the event

• Send thank you notes
• Handle invoices
  • Complete Post-Event Evaluation, make a copy of the Barrett Event Guide [Tab: Post-Event Evaluation] 
• Send pictures/mementos to VIP guests
• Pack up and inventory all materials
• Update website