The Ultimate Pre-Event Management Checklist

Being prepared for everything is always the best way to render a successful event. Event management is complete only when the three phases of it are taken care of effortlessly and efficiently. The phases talked about are pre-event handling, management during event and post-event processes.

Conducting an event isn’t an easy job. To make your dream event a reality, you carefully need to follow the pre-event procedure carefully as we all know hard work is the key to success.

Here are the major steps to look into for public event accomplishment

Reckon on event details- Make sure you are well aware of the specifications and generalizations of the contract including the allocated budget, time and feasibility of the available resources. Be thorough with the purpose of the event because you don’t want to derail from what you want to deliver.

 Let’s move on with one more important aspect of this step, location. The venue is the physique of your event. Select and fix up the location keeping in mind the tone of the event. Ensure that the date doesn’t clash and that it is all yours on the day of the event. Before going all out prepare a schedule to get clarity of what is happening, when in the event.

Opening to the market- A grand event has a handsome funding. To meet the fund requirement search and confirm reliable and relevant sponsors for the event. Now it’s time for the media to know about your event and open the floor to all. Start digital as well as offline promotions with advertisements, classifieds and preferably a press release inviting different media. Open up registrations for different participatory activities if any. Prepare and distribute invites to the priority attendees and guests.

In all this, do not forget legalizing. Avail permits and licenses such as noise permit, fire safety permit, food permit and etc. In case of utilization of government property and facility seek approval from the corporation. Also request for approval to put up signage, banners and hoardings for promotion of your event. Undertake risk assessment and take accurate measures for unforeseen contingencies.

Leasing & Hiring- Now is when the preparation begins from the backend. Search and fix-up leasing of the different equipment required. Hire security personnel. Do not forget to check quality of the hired equipment and negotiate price as much as possible on first hand basis.

 Food is one of the most talked about service of the event even after it’s over. Set up a menu appealing to your attendees and in accordance to the formality and tradition of the event.

The Setup- This is the stage where you give a face to your event. Allot spots for different booths such as entry & exit, seating arrangement, food stalls, stage face and other attractions. Once you have the blue-print in mind you can effortlessly start off with the decor.  Either by making event & brand specific creatives or by hiring decorators to fill up the venue with general decor articles.

After this allot tasks to the staff and volunteers for their roles on the event day. Conduct a run-through of the event for understanding and to enhance service. Prepare the different awards and certificates to be given away for recognition.

Now you are ready for the event. Make sure you do the on-event handling dutifully!

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