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.

• Ideeën en advies

• Evenement organiseren

• Bedrijfsincentives

• Enkele aanbevelingen

• Hoe geld besparen

• Contracten, BTW, verzekeringen, kwaliteit

• Nuttige informatie

• Technologie

• Interessante artikelen

• Planning checklist

• Algemene checklist

• soort van event
  • Audiovisuele Productie
  • Bedrijfsevenementen
  • Beurzen
  • Conferenties
  • Congressen
  • Culturele manifestaties
  • Evenementen met artiesten
  • Fotoreportages
  • Golfmeetings
  • Incentives
  • Medische congressen
  • Partnerprogramma's
  • Persconferenties
  • Privé- en bruiloftsfeesten
  • Productpresentaties
  • MVO programma's, duurzame evenementen
  • Recepties
  • Reclamespots
  • Sportieve evenementen
  • Teambuilding
  • Vergaderingen

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