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A Simple Checklist for Creating a Successful Live Event

Event Checklist

Here is a checklist for live event organisers:

  1. Define the objective of the event
  2. Identify the purpose of the event
  3. Set clear goals and objectives
  4. Determine the target audience
  5. Choose a suitable date and time for the event
  6. Consider the availability of the venue
  7. Check the calendar for conflicting events
  8. Avoid major holidays or events that might affect attendance
  9. Choose a suitable venue for the event
  10. Consider the capacity of the venue
  11. Check for the availability of necessary facilities (parking, toilets, etc.)
  12. Ensure the venue is accessible for all attendees
  13. Commence a basic layout of the event – estimate the number of exhibitors which could be accommodated.
  14. Check for any restrictions or permits required for the event
  15. Plan the event program and agenda
  16. Create a detailed schedule of events
  17. Identify key speakers and performers
  18. Allocate time for breaks and networking
  19. Decide on the budget for the event
  20. Determine the overall budget for the event
  21. Allocate funds for specific expenses (venue, catering, equipment, etc.)
  22. Keep track of expenses and adjust the budget as necessary
  23. Commit to a detailed layout of the event with exact positionings of each stand, booth, show space facilities and so on
  24. Work with Gyder to build an event app
  25. Create a marketing plan to promote the event
  26. Develop a marketing strategy to reach the target audience
  27. Choose appropriate channels (social media, email, ads, etc.)
  28. Set a timeline for marketing activities
  29. Identify and book suitable vendors and suppliers
  30. Research and select vendors (caterers, AV providers, decorators, etc.)
  31. Negotiate contracts and agreements
  32. Confirm services and arrangements prior to the event
  33. Arrange for necessary equipment and technical requirements
  34. Identify equipment and technical requirements (lighting, sound, AV, etc.)
  35. Arrange for rental or purchase of equipment
  36. Confirm technical support and backup plans
  37. Develop a contingency plan for unforeseen circumstances
  38. Identify potential risks and challenges (weather, equipment failure, etc.)
  39. Develop a plan to address these risks
  40. Communicate the plan to all stakeholders
  41. Prepare an attendee list and manage registrations
  42. Develop a system for managing attendee registration and tickets
  43. Ensure Gyder branded apps get downloaded before the event
  44. Communicate information to attendees (venue location, schedule, etc.)
  45. Keep track of attendance and check-in procedures
  46. Coordinate with speakers, performers, and other participants
  47. Confirm details and requirements with all participants
  48. Provide instructions and guidelines for presentations and performances
  49. Provide support and assistance as necessary
  50. Ensure safety measures and protocols are in place
  51. Conduct a risk assessment of the event
  52. Implement necessary safety measures (first aid, emergency exits, etc.)
  53. Communicate safety information to all stakeholders
  54. Arrange for catering and refreshments
  55. Choose the appropriate menu and catering options
  56. Arrange for dietary requirements
  57. Confirm catering arrangements and logistics
  58. Prepare event materials such as badges, signage, and handouts
  59. Develop and print materials such as name badges, signage, and handouts
  60. Ensure branding and messaging are consistent
  61. Conduct a final walkthrough of the venue before the event
  62. Conduct a final inspection of the venue
  63. Ensure all equipment and facilities are in working order
  64. Make any necessary adjustments or preparations

This is a simple checklist, but depending on the type and size of the event, you may need to add or modify items. It’s important to start planning early and stay organised throughout the process to ensure a successful event.

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