CHECKLIST
THE DAY BEFORE YOUR EVENT
Follow this checklist 1 - 2 days prior to be 100% prepared for the day of your event.
CHECKLIST
Follow this checklist 1 - 2 days prior to be 100% prepared for the day of your event.
Every planner should have a kit with these tools that can be used for a wide variety of problems that may occur.
This is a list of critical items event planner’s on-site kits should comprise.
Get a good night's rest and be ready to arrive early enough to make sure everything is set up and good to go.
Go through this checklist and mark everything you have already prepared to clear your head the night before.
Writing things down, transferring your thoughts to paper, allows you to physically see what you have done to identify what still needs to be finished.
If possible, have your registration and entry station set up the night before your event.
Double check that all your equipment, printers, terminals are working and do test runs to confirm that they are good to go.
Make sure you have extras of everything for your registration booths such as:
Prepare for a big guest-list even if you don’t necessarily plan to have one.
Checking your equipment is the best way to avoid technical issues; check anything and everything.
Sound checks, microphone tests, projectors, lighting, etc.
If you can access your venue and equipment the night before, do a small dress rehearsal with all your technical equipment to see how it will run.
Get confirmations from all your guest speakers, performers or artists if applies.
Confirm their dates or scheduled times of presentations during the event.
If you can bring them to the venue a day before, walk them through the schedule and perform a simple dress rehearsal.
Conduct training with your volunteers and staff members the night before at the venue.
Let them practice using equipment; go over their expected schedule times, duties, clocking in and out, etc.
This way you can decrease the amount of questions they might have the day of your event.
Your master schedule will be the timeline of the event with time slots broken down from the beginning to the end.
This should be accessible for all the leaders on your team, vendors, artists, speakers, DJs etc.
It’s important everyone working stays on schedule and understands what you expect of the event.
Don’t leave anytime open spaces; you should have every time slot filled whether it’s a band performance, or small breaks.
Here are ways you can ensure you will have clear communication during the event the night before:
Charge and set up any headsets, radios, and walkie-talkies you plan to be using during the event. These are essential to communicate with other staff members if you have a large event.
Create multiple copies of your contact information including your staff, volunteers, vendors/catering, artists, speakers and yourself. Make sure these are either posted at different staff stations or shared on a Google Doc.
Along with giving everyone the master schedule; include any Wi-Fi passwords, terminal logins, and access codes that might be needed.
If you have an electronic guest-list that’s great, but also PRINT IT OUT. You should have a guest-list on hand at all times and copies for everyone working registration for emergency purposes.
It’s better to be over prepared than under. Use the night before to confirm and enter any last-minute names and make your copies for your staff.
This is your final guest list.
Use the night before to confirm with EVERYONE. Grab your contact list and get going!
Send emails to your staff and volunteers requiring a confirmation response to check them off.
Contact any special guests and performers to make sure they have everything they need and know their scheduled times.
Check-off that catering, vendors, rentals all know when they are scheduled.
Make sure they are giving themselves enough time to set-up before the event. This is also a great time to confirm any payment arrangements and any other deposits that might be needed.
Being prepared means you have a backup plan and a backup plan for that backup plan. The following is the most common situations you can prepare for.
Remember these 10 steps in case a backup plan is needed:
Some vendors might want to be paid immediately after the event.
The night before, have all their checks, deposits, and invoices ready and sealed in envelopes to easily hand out once the event has ended.
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