What to Include in Your Event Day Checklist
Event Day Checklist
You have made it this far, congratulations! Planning is over, and your event is here.
Event day is a day full of stress. You have planned for weeks, months, sometimes even years for this event. All your planning has been for this charity event, auction, business conference, golf outing, etc. You want to put your best foot forward on event day and wow your guests.
Planning doesn’t stop pre-event. The day of the event calls for a lot of planning and task delegation. A million little and big things need to be done the day of your event to ensure it runs smoothly. Staying organized is required.
The best way to stay on top of things on event day is an event day checklist. This way, when executing the tasks, you can mark off what has been done and what has not because on the day of the event you will be pulled into a million different directions and unable to remember what has been done and what has not.
There needs to be a master list of all things your event. Create a checklist for every different part of your event, venue, staff, entertainment, food, drink, etc. Once each checklist is finished, convert all of those into one master list that will be supervised.
When creating an event day checklist, you must think of everything. Even if you have hired someone to do something, it is still your responsibility to follow through and ensure that the task has been completed correctly.
Each checklist for different aspects of the event will be relatively the same. You have done the planning for everything; it is in order. All you need to do is oversee everything. This is why delegating each sub-checklist is vital because you cannot be everywhere simultaneously, and all event setup will be happening relatively at the same time.
Venue-
The venue setup needs to be overseen the morning of the event. Allow set up to begin as advanced as possible to ensure everything is up to par and give extra time if a plan doesn’t work out, or something needs to be replaced.
Include the decorations, linens, tables, chairs, and branded decorations. Venue setup will be relatively easy because all the staff and vendors will be setting up everything themselves, but you will have to make sure everything flows well and makes sense.
Staff-
Staffing check-in for event day should be organized down to the t. When the team arrives, you want to make sure everyone knows where to go to either set up or begin their job. Hiring staff outside the venue is sometimes difficult to organize; they are unfamiliar with the venue and need direction when arriving.
Vendors-
Vendors are significant. Making sure they are well taken care of is needed to run a smooth event.
Your vendors are what’s going to make your event special. Chances are you are going to have different vendors attending your event. Make sure you have organized a list of where each one is going to set up before they arrive to ensure each spot contains everything they need to set up.
Social Media-
You have been advertising and posting your event for weeks, don’t stop now! Have your social media manager continue to update your accounts throughout the day.
Post stories updating the progress of the event. Repost posts of attendees. Create a hashtag and encourage attendees to post. Consider live streaming speakers or entertainment so others at home can enjoy.
Technology-
Technology is a huge part of events now. Whether it is going over your event registration and check-in software, bidding software, or ensuring your computers and projectors are working. Have multiple people test the Wi-Fi at the venue in all rooms requiring it during the event. Ensure all things involving technology are running smoothly, and the staff knows how to fix a problem that might occur.
Sponsors-
Keep an eye on your sponsors during your event. They are essentially VIPs, make sure they are well taken care of to show them you appreciate them and everything they have done for your event.
Consider having one staff member oversee checking in on them and ensuring they are enjoying the event. Don’t forget to recognize them at the event, give a speech or have their logo displayed.
Check-in -
This is the first impression guest have of your event. A well-thought-out check-in process will impress your guests while leaving you and them stress-free.
Everyone knows checking in anywhere is a hassle. Try your best to have everything in order, clear signs pointing where to go, any handouts organized and ready, name tags printed, and enough staff to keep check-in running smooth.
Food and drink-
Morning of the event, contact cater and confirm when they will be arriving and the space needed. Have an area cleared where food and beverages will be set up. Oversee setup in case anything is required. Have extra space and tables ready to be used if there is not enough planned space.
Decide on how to notify people with special meals for dietary reasons. Keep special dietary foods away from regular food.
Entertainment-
Direct entertainment upon arrival to set up and give them green room access. Check and see if there is anything needed on your end. Allow time for them to rehearse if needed—coordinate lighting and cues for specifics during their set.
Speakers-
If your event has speakers, make sure you have their schedule lined out for them upon arrival. Check them in and provide them with any critical information regarding their job. Explain the different technology they will be using and allow them to run through their performance to ensure everything is working correctly.
Auction Items-
If you are hosting an auction having your auction items in line and organized is one of the most important jobs. If you are getting your items delivered or guests bring them upon arrival, have a designated staff member handle them. This way, they know what is coming in and where it is going.
Walkthrough-
Lastly is a walkthrough. After everything and everyone is set up, take one last look to ensure everything is perfect. This is where you can spot minor issues and fix them instead of noticing them during the event and not being able to correct them.
Planning an event is a very stressful, tiring job but ultimately, seeing a successful event is worth it! Many bumps in the road can occur during the event. Having a checklist allows you to focus on the things that come up and not worry about everything you have planned. Looking at your checklist whenever an issue comes up will ease your stress.
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