Планирование мероприятия, организация ивента, проведение ивента

As already mentioned in the Pre-event Planning Checklist, the more time you have to plan your event, the better. Since our intention is to provide you with a general checklist, adaptable to most kinds of events, we will not be including the lead time for the preliminary and organisation phases.

Preliminaries
- Set up a planning committee, which should meet regularly.
- Establish the event's overall object.
- Identify your target audience and discuss the best, most efficient way of getting your message across.
- Decide on who will be doing the planning; i.e. in-house or outsourcing (see "Pre-event Planning").
- Develop a preliminary budget.
- Identify all sources of revenue (sponsors, subsidies, stand rental, merchandising, etc.), if applicable.
- Establish registration fees and discount policies, if applicable.
- Pre-select at least two sets of dates for the event.
- Choose the event location, venue (several, if possible) and format.
- Establish a preliminary event agenda.
- Finalise the budget.
- Define promotional strategy, if applicable.
- If outsourcing, prepare a detailed request for proposal.
- Draw up a list of agencies and professionals to whom you wish to send the request for proposal.
- Send prospective attendees a first notice by e-mail, e-newsletter, mail or fax.
- Get in contact with speakers, VIPs, media representatives, etc., if applicable, to check on their availability.
Organisation (outsourcing)
- If outsourcing, study quotes and choose the agency or professional whom you wish to hire.
- Fix the dates for the event.
- Book key speakers and send out invitations to VIPs, media representatives, etc., if applicable.
- Send prospective attendees a second notice, including detailed information about the event and, if applicable, registration procedures.
- Prepare press releases, if required.
- Start preparing printed materials, if required.
- Compile a definitive attendance list several weeks before the event.
- Print the event agenda and any necessary materials (name badges, brochures, etc.).
- Purchase insurance (public liability at least).
- Liaise with the organisers on a regular basis.
Organisation (in-house organisation)
- Draw up a detailed pre-event planning schedule, identifying and allotting tasks.
- Negotiate hotel rates and blocks, meals, transport and additional activities (spouse tours, entertainment or recreational events), if applicable.
- Fix the dates for the event.
- Book key speakers and confirm attendance of VIPs, media representatives, etc., if applicable.
- Send prospective attendees a second notice, including detailed information about the event and, if applicable, registration procedures.
- Prepare press releases, if required.
- Start preparing printed materials, if required.
- Go on an inspection trip, especially if you are unfamiliar with the venue and/or location.
- Choose the decoration and review layouts and/or seating arrangement.
- Make arrangements for audiovisual equipment and, if required, for casual staff.
- Decide on whether you will require any security measures.
- Purchase insurance (public liability, at least).
- Plan for contingencies.
- Compile a definitive attendance list several weeks before the event.
- Make any additional arrangements for attendees with disabilities or those wishing to arrive before the event or to stay on afterwards.
- Print the event agenda and any necessary materials (name badges, brochures, etc.).
- Confirm all bookings and check all details.
- Finalise on-site registration procedures, if any.
Post-event follow-up
- Reconcile accounts.
- Thank sponsors, speakers, VIPs, etc., by mail.
- Obtain feedback from attendees by e-mailing them or by sending them a newsletter.