Checklist to Follow For Event Management Program

As an event manager you will be involved in planning, organizing and executing each event to the full satisfaction of the participants and the attendees. For the perfect execution of each event every small detail counts and it always helps to make a comprehensive checklist days before the event.

The checklist has to be prepared with regard to several aspects and an idea of the same can be obtained from the following sample.

Before the Event:

Regulations of Local Authorities

Gaining necessary approvals for holding the event.

Checking to ensure that there are no such similar events held on the same date and place.

Budget

Preparation of the budget for the event and monitoring the spending accordingly.

Site or Venue of the Event

Choosing the location for the event

Ascertaining the dates of its availability

Analysing if the location will be convenient to all the attendees

Determining the parking facilities and its accessibility from different modes of mass transit

Sponsorships

Creating a proposal for sponsorship

Zeroing on the possible sponsors

Sending sponsorship packages and doing a follow-up

Acknowledging the sponsors

Marketing & Promoting the Event

Making an effective marketing plan

Designing and distributing promotional material like flyers, brochures, posters or emails to the community

Giving information about the event to websites or calendars noting the local events

Issuing a press release to that effect

Registration of Participants

Creating an online event registration form

Ascertaining the items covered under the cost of registration

Informing about the event to your earlier participants giving a link of the current online registration form

Licenses & Permits

Applying for food permit

Obtaining noise permit

Permit to raise promotional signage

Permit for certain road closures

Contractors

Choosing contractors to order the equipment

Confirming with them in writing

Making arrangements for portable toilets, generators, fireworks etc

Disaster Control

Conducting risk assessment and creating a risk management plan

Keeping contingency plans ready say for bad weather, poor attendance

Security

Planning for control of crowds

Assuring cash security

Hiring of security personnel

Waste Management

Developing effective plan for waste management

Essential Services

Notifying Fire Brigades, Police and Ambulance services

Food Vendors

Contracting in writing with the required food vendors

Checking for registration certificate from Health Department

Obtaining permit for temporary food premises

Preparation of Site

Designing the plan of event site

Cleaning of Site

Cleaning the event site from all debris

Others

Organizing for staff and volunteers

Preparing scripts for the functions

Organizing certificates or awards or decorations

On the Day of Event

Giving the staff a full briefing of the proceedings

Circulating a comprehensive contact list to all volunteers and staff

Reviewing the line of command on the arising of an emergency situation

After the Event

Cleaning the area of all debris and taking away of all equipment

Sending thank you notes to volunteers, staff and participants

Presenting heartfelt thanks to all sponsors

Evaluating the event management with major stakeholders for further improvement

Closing the budget

Making the above checklist is a small part of the curriculum taught in an international event management course done from a reputed institution.

It is always wise to obtain the knowledge regarding event management from well-known institutions for it to be effective, To know more about one such institution in this regard, visit niemindia.com

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