Meeting and Event Checklist

6 to 12 Months Ahead

Determine event purpose (raise funds, visibility, celebration, etc.)
Choose a theme
Select point person
Select Committee
Draft initial budget
Research/approach honorees
Compile mailing list (individuals/businesses)
Check web calendar, proposed date for potential conflicts, coordinate with Event Services
Invite/confirm VIPs
Coordinate with Marketing and Communications. Order hold-the-date cards or other event announcement Begin invitation design.
Submit photographer request
Get biographical information on VIPs, celebrities, honorees, chairs
Investigate need for special permits, licenses, insurance, etc.

3 to 6 Months

Prepare final copy for invitations, return card, posters
Complete mailing lists for invitations
Order invitations, posters, tickets, etc.
Sign contract with entertainment company
Make list of locations for posters
Set menu with Sodexho catering for food and beverages (612-330-1126)
Secure permits and insurance
Coordinate audio/visual and setup needs with Event Services
Select/order trophies/awards

2 Months Ahead

Mail invitations
Distribute posters
Finalize transportation/hotel accommodations for staff, VIPs, honorees
Obtain contracts for decorations and rental items
Release press announcements about celebrities, VIPs, honorees
Review needs for signs at registration, directional, etc.
Hold walk-through of event
Review/finalize budget, task sheets and tentative timeline

1 Month Ahead

Confirm staff for registration, hosting, other
Write to VIPs, celebrities, program participants, confirm participation
Complete list of contents for VIP welcome packets
Set site plan/room diagram, assign seats/tables
Give estimate of guests expected to caterer/food service
Meet with all outside vendors, consultants to coordinate event
Review script/timeline
Continue assigning seats; set head table, speaker's platform
Confirm transportation schedules: airlines, trains, buses, cars, limos
Confirm hotel accommodations
Confirm special security needed for VIPs, event
Prepare welcome packet for VIPs, chairmen, and key staff
Schedule deliveries of special equipment, rentals
Confirm setup and tear down and times with event site or Event Services
Finalize plans with party décor
Schedule rehearsals

1 Week Before

Confirm number attending
Finish seating/table arrangements
Hold training session with volunteers; finalize assignments
Secure two or three volunteers to assist with emergencies
Finalize registration staff
Distribute seating chart, assignments to hosts/hostesses
Schedule pickup or delivery of any rented or loaned equipment
Double-check arrival time and delivery times with vendors
Deliver final scripts/ timelines to all program participants
Finalize catering guarantee, refreshments
Confirm number of volunteers
Make follow-up calls to news media for advance and event coverage
Distribute additional fliers
Final walk-through (check lighting, restrooms, signage)
Schedule volunteer assignments for day of event
Establish amount of petty cash needed
Write checks for payments to be made for the day of the event

Day Before Event

Recheck all equipment and supplies to be brought to the event
Have petty cash and vendor checks prepared

Event Day

Arrive early (At least 1 hour prior to event)
Be sure all VIPs are in place and have scripts
Reconfirm refreshments/meal schedule for volunteers
Go over all the final details with caterer and setup staff
Check with volunteers to make sure all tasks are covered
Setup registration area
Check sound/light equipment and staging before rehearsal
Hold final rehearsal

1 Week after Event

Write thank you notes
Evaluate event with committee (Did the event achieve its objective?)
Evaluate event budget. Make budget transfers, pay any outstanding bills

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