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agenda . Not sharing information with all parties involved Not sharing your events objective and overall plan with all who are charged with providing products and services to your meeting is a crucial error in your preparations. b) Paid events tend to have significantly fewer no-shows than free events because no one wants to pay to go to an event that they dont plan on attending. Calculate budgets overall income based on all potential sources of revenue e. By knowing what is stated on all documents you can easily anticipate questions and issues that may arise while also maintaining your priority over potential liabilities.


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However, we often find ourselves in this very spot sooner or later. You need to get creative with topics and speakers. You most likely will never see the work involved in setting up the DJs sound system. Therefore, you can always lower the guarantee by at least 5% beforehand and perhaps a little more, if you have reason to believe that everyone won't show up.

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Events For Strategic Planners Resource

Getting Started - part 2 - checklists

The best way to get started with your event planning is to set up a checklist of committee members; their contact information; a list of jobs that need to be done and a list of what tasks have to be performed.

In the end, you could wind up making at least 3-4 checklists all together. I will show you an example of a couple of them for your quick reference later.

Checklist #1: Committee Members; this is just a sample, you may actually have more members and tasks than this, but this will give you the general idea.

Responsibility Member Contact #s Email
Accommodations
Food/catering
Speakers/presenters
Audio/video
Exhibits
Marketing
Printed materials
Supplies
Marketing
Food
Sponsorship





Checklist #2: Task list

Task Member responsible Cost
Order supplies
Order Food
Registrations
Tickets
Arrangements
Speakers/presenters
Audio/video rental
Accommodations
Door prizes etc.

These checklists are only a sample of what you can do when making your checklists, but you get the idea.

When you have confirmed each of the items in your list as being confirmed finished, simply check it off.

A more advanced checklist will also include the general stages of each task such as inquiries/confirmed etc. These checklists will be your saviors later.