Event Planning & Management: How to Create a Wildly Successful Offline or Online Event Checklist I have set a specific goal or objective for this event: For myself/my company For my attendees I have identified my audience/ideal attendee I have decided what type of event I am going to create: Local event at physical location Online live-streaming event Webinar Teleseminar Radio Show (online) Summit Round-table discussion Interview Discussion Class Workshop Social event
Entertainment event Other I have brainstormed at least four or five possible and desirable formats and objectives for my event: 1. 2. 3. 4. 5. I have decided which of these choices would suit my needs and my potential attendees the best: I have created a strong identity for my event with a single, important focus I have visualized the event playing out successfully, including: Who was at the event What they wanted and needed Whether or not they got it Whether or not the event built trust and strengthened my reputation with and value to them Other After visualizing the most successful event outcome I can think of, I took it one step further and asked myself:
How can I make this event even better? Is this the best type of event for my audience? What can I give them that no one else is giving? Other I have created a Storyboard for my event, using my favorite method: Thumbnail sketches Mind-mapping software MS Word template Multi-media collage Point form text Other I have set a viable budget that is realistic for this type of event: $ My budget does allow for some flexibility I have created Excel spreadsheets for: Projected expenses Actual expenses My budget includes projected and researched costs for: Venue rental Catering costs Communication costs
o Postage o Courier fees o Delivery charges Software costs Equipment costs Participant supplies Printing o Invitations o Flyers o Mailings o Posters Graphic design o Ad artwork o Poster graphics o Website graphics o Sales page graphics and layout Rental fees o Transportation o Equipment o Furnishings
o Contract staff Advertising o Newspaper or magazine o TV or radio o Online and offline o ezine o Social media (e.g. Facebook, Twitter, LinkedIn) o Google AdSense I have created a preliminary reverse Timeline, starting at the end and progressing to the beginning I have analyzed this preliminary reverse Timeline and isolated: What needs to be set in motion immediately What needs to be set in motion fairly early What absolutely cannot be done until the last minute I have also decided: Whether or not I am going to use a team or assistant Team: Assistant: Whether or not I will assign a project manager or be the project manager myself: If I am going to use:
o Existing staff members o Freelance contractors o Volunteers I have made a list of: Who I want on my team The positions I need to fill People I need to contact I have contacted each one and found out: If they can participate How much time they need to perform the task I want them to perform A final date we agree on for checking in with each other How much they charge Their preferred payment arrangements How often we will meet online or off How we will meet: In person Via Skype Via Google Hangout Within project management software Telephone
Other How often (regularly) we will meet or connect What I need from them What they need from me I have transferred the final results of these preliminary preparations to a final calendar I have decided what tools and resources to use in planning and presenting my event: Project management software Project management services Event planning software or services Time management software or services Apps Professional directories (for outsourcing tasks) Other I have decided on whether or not my event is complex enough or large enough to need a project manager I have decided whether or not to create a team, and I understand this means: I hand over control of various components to others I need to develop a project management strategy I need to develop strong communication I need to budget paying extra for help
I have assessed my unique skills that I can bring to planning and producing this event: I have decided on tasks that can be delegated or outsourced: I have decided to hire either contractors or new staff members for the following areas: _ I have made sure I hired someone with proven skills who specializes in the area I want them to cover I have checked references and word-of-mouth recommendations
I have assessed how well we click together If I use volunteers, I will be sure to acquaint myself with their motivations and needs If I use volunteers, I will decide how to reward them in a way they will find particularly satisfying or meaningful I have ensured that each team member clearly knows: What she is responsible for Who she is responsible to When work is due When each check-in point should be When deadlines fall Who to ask for help/ask questions of What to do if she is running behind When I expect updates How often I expect updates Who the other team members might be and what areas they are responsible for, if applicable Other I have created a Welcome Package for each team member that includes: Style Sheets Communication directory Team Bios and/or Project Manager bio
Expectations and Guidelines Calendar or Schedule Other I have set up protocols for meetings that include: Meeting Agenda A Chairperson for each meeting A designated person to take minutes Other If I have had to hire staff or contractors, I have: Qualified my candidates by giving them clear, brief but essential information Checked all references Presented myself in my job ad and in person in tune with my company culture and communication style. Present my expectations and requirements clearly Decided what I can be flexible about and what I can t Maintained a positive tone throughout each interview Other I am well aware of changes in event culture and preferences among the general public I am also aware that:
Lower-income bracket consumers are more careful where they spend their money Higher-income bracket consumers are more careful where they spend their time Mid-income bracket consumers are more careful where they spend both money and time I understand what event planning Apps, services and software can do for me and my potential attendees I have decided which Apps, services and software to use I have built up a collection of good event-planning templates I have matched my deliverables to my client income bracket I have done my best to introduce more interactivity, flexibility and control for attendees and guest speakers into my event without compromising my workable structure I have familiarized myself thoroughly with current and emerging event trends I have done my best to ensure that registration and check-ins are easy I have done my best to please my guest speakers by ensuring: All necessary forms, documents and packages are delivered in a timely manner I collect the material they promised to supply promptly I have noted their preferences, limitations and needs The quality of my event is professional and on a par with their expectations I am actively marketing and promoting my event I have set up advertising for my event
I am tracking interactions and statistics I have followed up on my event by: Responding promptly to feedback, questions and requests Sending out follow-up emails and snail mail Thanking my guest speakers and participants Other I have made notes on how I can further streamline and hone my next event planning procedures I have created my first event!