and meeting planners!
Every successful event, large or small,
demands smooth coordination of endless details. To accomplish this,
the best course is to strategically plan everything you can think of
so when the "unforeseen" happens (and it will) you have the
flexibility to embrace it without a crisis. KBS Productions offers you
this complimentary, basic checklist to get you started with the planning.
"Good event everyone!"
EVENT PLANNER'S BASIC CHECK LIST
(to be embellished specific to each conference)
Purpose/goal of workshop/conference
Who is the market?
Means for staff: volunteer, employees, etc.
Project coordinator established
Secure a title, date, time(s), location
Identify potential sponsors
Determine which meals provided
Refreshments during off meal times
Vendor/caterer for food provision
What type of dishes/cutlery? (environmental considerations)
Where will food be located?
Water for presenters at all times
Recycling necessary ? Available?
Evaluate convenience to both presenters/exhibitors/attendees
Contact person on site
Vendor/sponsor/exhibitor booths or tables needed
Unloading/loading docks and logistics
A/V equipment and staff to run equipment included
in site contract?
Directional signs around the site
Food included in site contract?
Hearing/sight/wheelchair accommodations for differently-abled attendees
How early/late can staff get in
Identify how to manipulate room temperatures
Parking available? Included? Contracted?
Coat check or racks
Designate smoking/non-smoking facilities
Tables, chairs: how arranged, how decorated
Consider traffic flow from room to room (if more than one presentation
at a time)
Are cell phones operable within this facility?
Researched (contact KBS Productions at 303-469-6866 or www.kbsproductions.com
for customized keynote & workshop programming)
Compensation agreed upon
Biography on each presenter for introductions
Greeted/Assisted at site
Lodging Emcee or facilitator selected/contracted
Special dietary needs
Alternate plan for cancellations/emergencies
PR coordinator secured
Directions to site
Graphic & copy creation of materials
Invitation/flyer/broadcast & print media
Printing of materials
Means to distribute sponsor materials (if provided)
Video/audio taping of presentation(s) for cassette sales
Conference schedule/program created/printed/posted
Directional signs created/posted
Educational material prep/copying
Generation of attendee list to provide to each attendee
Establish system for registration/refunds/cancellations established
Collection of fees
Provision for walk-ins and late-comers
Collection of badges (if reusable) at end of workshop
DAY OF WORKSHOP
Staff on site: identifiable and trained
Back up supplies/equipment available
Emergency technicians/staff designated
Equipment on site and functioning properly
Facilitators prepared/on site
Food/refreshments in place
Back up equipment (right down to extra dry erase markers)
Experienced staff to operate equipment/problem solve
Communications means (i.e. two-way radios) between staff throughout
Furniture set-up: speakers/facilitators/exhibitors/attendees
Cloth & drape
Name badges & extra quantities
Note pads/scratch pads
POST WORKSHOP FOLLOW-UP
Post event PR in the media
Tally/assessment of workshop evaluations
Notes made for how to do the next event even better
Thank yous: to presenters, facility, staff, others?
Lost & left items returned to owners
On to next project!
Back to KBS Productions News &
Kathryn Beisner, Speaker/Writer
Cyn Hales, Management/Bookings
13395 Voyager Pkwy
Ste 130 PMB 481
Colorado Springs, CO 80921