Check list for organising an event
| Item | Recommended Time Frame |
|---|---|
| Objectives Identify the objectives of the event e.g.: · Aims · Purpose · Why is it necessary · What is hoped will be achieved by holding it | As soon as possible, but no later than two months before the event |
| Speakers (if applicable) Identify and approach speakers, and discuss convenient dates | As soon as possible, but no later than two months before the event |
| Chair (if applicable) Identify a Chair for the event – this is not always required but the role of a Chair is to welcome an audience to an event, and to introduce the speaker. This may be a person from your Access Panel or someone who is keen to support the purpose of the event. | As soon as possible, but no later than two months before the event |
| Dates Check around for any date clashes with other events, or to take advantage of existing events. | As soon as possible, but no later than two months before the event |
| After Action Review Book a date for the ‘After Action Review’ involving people who are involved in the event | As soon as possible, but no later than two months before the event |
| Target Audience Identify your target audience and how many guests will be invited. You should consider: · Internal attendees · External attendees · The size of your venue · The event budget | As soon as possible, but no later than two months before the event |
| Venue Locate and book a suitable venue for your event: · Is this a realistic and suitable size · Does the venue have a suitable layout · Is the venue in a convenient location · Access requirements for all those with disabilities (not only physical requirements) · Capacity | As soon as possible, but no later than two months before the event |
| Budget Identify the budget for the event, considering: · Free or charge for delegates · Number of participants · Venue charges · Material and equipment costs · Printing costs · Mailing costs · Admin costs · Insurance · Catering costs · Technical charges · Travel expenses · Fees for contributors | As soon as possible, but no later than two months before the event |
| Programme Develop the programme/timings for your event · Programme structure – length, variety, timing, continuity, order of play · Content – key contributors, key speakers, plenary, workshops, breakout sessions · Presentation – IT support, PowerPoint, voting mechanisms | As soon as possible, but no later than two months before the event |
| Confirmation Confirm in writing, the date and venue with: · The speaker · The Chair · Key stakeholders · Venue management | As soon as possible, but no later than two months before the event |
| Progress Updates Form a project team: · Arrange regular meetings · Assign responsibilities · Note all actions required · Record actions completed · Record Meeting · Develop an evaluation form for attendees to complete after the event | As soon as possible, but no later than two months before the event |
| Target Audience Collate a list of targeted invitees to your event. | At least eight weeks before the event |
| Photographer Is a photographer required for your event? | Between eight and six weeks prior to the event. |
| Printed Invitations/Printed Materials | Seven weeks prior to the event invitations should be designed. It is recommended that invites are sent out six weeks before the event. |
| E-Invites E-invites should include the same information as printed invitations | Six weeks |
| Mailing Mail out of invitations to target mailing list | Six weeks |
| Replies Monitor replies and chase up non responses | From six weeks until the event |
| Website Add your event details to the website. The required information includes: · Speaker Name · Venue · Start and Finish Time · Event Title · Intended audience · If registration is required · Contact person and email address · An abstract of the event | At least six weeks before the event, but details can be added as soon as details are confirmed |
| Catering When booking your catering you should consider the audience, time of day, budget, location and any dietary requirements. | Four weeks prior to the event the initial booking can be made. All catering must be confirmed at least one week in advance. |
| Technical Requirements Book technical requirements with IT or venue management – laptop, projector etc | Four weeks prior to the event |
| Catering Confirm final catering numbers | One week |
| Promotion & Publicity Collate any handouts, agendas, information resources and promotional materials that you might like to have at the event. | One week |
| Recording Event / Knowledge Transfer Consider how the event could be recorded: · Outcomes · Knowledge and discussion from workshops · Presentations · Website needs · Voting output (if used) · How knowledge captured can be used in future | One week |
| Before the event starts · Arrive at venue and ensure layout requirements with venue are correct · Set up banners, stands etc · Set out any handouts and agenda etc · Meet the speakers and check they have everything they need, ensure that they are happy with the layout and running order of the event · Locate nearest toilets and fire exits | At least one hour before the event |
| Welcome Open the doors and greet your guests | From half an hour before the event |
| Evaluation Ask delegates to complete an evaluation form of the event | Closing of event |
| Thank You Send thank you letters and emails to speaker and guests | Within one week of the event |
| Invoices Process all invoices for payment | As soon as possible following the event |
| After Action Review Attend review meeting and ensure it is recorded | Within one week of the event |