Before the Event
Confirm event objectives and success criteria.
Agree the budget.
Confirm the date and venue.
Sign contracts with suppliers and the venue.
Create a detailed event timeline.
Prepare a running order (minute-by-minute schedule).
Confirm catering numbers and dietary requirements.
Arrange AV equipment, staging, lighting, and Wi-Fi.
Organise furniture and room layout.
Connfirm speakers, entertainers, or presenters.
Arrange signage and branding.
Prepare delegate registration and name badges.
Complete health and safety and risk assessments.
Brief all staff, contractors, and volunteers.
Prepare an emergency and contingency plan.
Check accessibility requirements.
On the Day
Arrive early.
Conduct a venue walkthrough.
Test microphones, projectors, screens, and sound.
Check room setup matches the floor plan.
Ensure catering is ready and on schedule.
Set up the registration desk.
Brief the event team.
Welcome speakers and VIP guests.
Monitor timings throughout the event.
Resolve any issues quickly and professionally.
Keep the client updated.
After the Event
Thank guests, speakers, and suppliers.
Ensure equipment is collected.
Supervise venue clear-down.
Check for any damage or lost property.
Reconcile invoices and final costs.
Gather client and delegate feedback.
Hold a team debrief.
Record lessons learned.
Send a thank-you message and discuss
future opportunities with the client.
A well-prepared checklist helps ensure nothing is overlooked and contributes to a smooth