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.
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