Checklist for events
No two events are the same, but we've put together a separate checklist of many of the most common points to bear in mind when you start planning.
It's not the case that all points must necessarily be taken into account at all events, but it's a good checklist to go through if you're organising both small and large events, both professional and social.
Checklist:
- Choice of event location. Also remember to choose the right venue and any inspections as needed.
- Booking of external content such as speakers for conferences and entertainment and music for evening events.
- Registration form. For larger events, a digital registration form will save you a lot of time.
- Technical supplier. Sound-light stage, projector, screen and technical crew such as sound and lighting technician etc.
- Hire of security and healthcare personnel for major events.
- Place cards, menu cards, flowers and other table decorations.
- Booking of bus transport
- Booking of photographer and/or camera.
- Red carpet, torches, sprinklers and press wall
- Menu selection, tasting, choice of wines for dinner etc.
- Contract signing and planning meetings with all the above points.
- Booking of backstage venue with catering for everyone involved who will be on stage
- Creation of a detailed roadmap that includes a plan for the entire event and all suppliers.
- Execution of the event, a project manager/responsible for all suppliers, hotel etc. in advance and during the event.
In addition to the aforementioned elements, content is also important. Not just the internal, but also the external. The importance of finding the right entertainment for the right event, hitting the target group of guests with the humour and music hired for evening social events. The importance of hitting the mark with the professional content, such as external speakers, trainers or presenters.
Some also choose to plan in their own canteen, meeting room, workshop or warehouse, which adds a number of new elements to bear in mind. Hire of tables, chairs, tablecloths and tableware. Hiring a catering company for food and any drinks, liquor licence, waiters and chefs, etc. It's important to remember everything from coffee makers to rubbish bags. Ensure that there is sufficient power distribution until the technical supplier arrives, that safety has been taken into account in terms of fire extinguishers, that there is someone who knows fire panels and alarms and that a ROS analysis has been prepared for the event.
Planning an event, whether it's in a hotel or in your own building, is always time-consuming, and there are often many more suppliers and contact persons to deal with than you first realise.
By working with us, you only have to deal with one point of contact, Topp Arrangement. We take care of all the others, the event is professionalised and you as a customer can put your shoulders back and spend your time welcoming your guests.
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