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Event planning checklist

Whether you have a simple presentation or a major science conference in mind, you have to plan your event well in order to get people in and entertained during the event. We've put together a sample event planning template you can adjust to the size of your party. The gist remains the same: plan well ahead and you'll need to worry little during the event itself.

Way before your event starts

  • Date: make sure it doesn't clash with anything major if possible. 

  • Location: based on the number of guests. 

  • Guests: identify your audience. This will make some of the decision below easier. 

  • Food/Drinks: get quotes in writing based on a guesstimate for the number of guests. 

  • Staff: it could be your friends or you might need to get volunteers. 

  • Staff roles: decide who does what before & during the event. 

  • Speakers/performers: check their availability for the date you've chosen. 

  • Sponsors/partners: make a list of potential partners assign a staff member to contact these. 

  • Promo plan: create a plan, assign staff roles. 

  • Ticket fees: decide on fees.

Just a few weeks away

    •    Event: create a page for your event. 

    •    Tickets: make sure your tickets are easy to find and buy. 

    •    Promo: send out emails, list event in relevant groups, request staff & participants to share. 

    •    Media: confirm photographer/videographer. Allow media to register for your event. 

    •    Location: confirm all the technical details at your venue. 

    •    Logistics: make sure guests & participants can get to your venue. 

    •    Running order: put a running plan together & update your staff/participants. 

    •    Brief: run a final brief with your staff to make sure your plan is solid. 

On the day of the grand event

    •    Location: check wifi, confirm all technicalities, put all material in place, check decorations. 

    •    Material: make sure to have a copies of sitting, guest lists, staff responsible. 

    •    Staff: run pre-brief & mid-day brief if needed to see if you're on-track with your plan. 

    •    Contact: make sure everyone has contact details in case of emergency. 

    •    Participants: run brief about running order, pass on contacts for any questions. 

    •    Media: make sure media has all the right contacts & passes. 

    •    Promo: collect stories, photos, videos, social media impressions. 

    •    Guests: inform guests about the running order & facilities. 

After the celebration is over

    •    Finance: gather all receipts, update budget, get payments. 

    •    Promo: send thank you notes, upload presentations & any extra material. 

    •    Survey: send out survey to find out how your event went. 

    •    Analysis: check how many tickets were bought & when to get a picture for your next event's promo.

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