The Event Planner’s Day-Before Checklist
As every event planner knows, careful organisation is the key to a smooth, seamless event. Using a detailed diary that breaks down the planning of the event over the amount of time you have to commit to the project is a great way to ensure that you have absolutely every detail covered by the time the big day arrives. Whether you’re planning a wedding, a corporate conference, or a glamorous cocktail party, a detailed checklist will always be a planner’s best friend. Once everything has been booked and you’re in the final days and hours before the big day, make sure you cover these crucial details.
- Get the equipment ready. Having to set up for your event on the day itself can be immensely stressful and is practically asking for something to go horribly wrong. If possible, it’s always best to get the venue itself set up in the days leading up to the event. This means you’ll need to book your temporary fencing hire to be set up in advance if areas need to be sealed off from the public so they can be put up before the day, get the entire indoor and outdoor space looking-picture perfect ahead of time, and delegate tasks to your team in an efficient way that ensures everything is ready with minimal stress or chaos.
- Run a briefing session. While your team has probably been preparing for this event for some time and know the ins and outs well at this stage, everyone can use a good refresher before the day to make sure they know exactly what their responsibilities are and what your expectations are. Gather the whole events team together, from the top planners to the wait staff, and make sure everyone is aware of the entire schedule and run through the day from before the event begins to the clean-up period.
- Run a final guest check. There are always those few people who RSVP late, cancel at the last minute, and generally make getting your registration and name-tag printing process more complicated than it needs to be. That’s inevitable. Use the time before the event to run a final check of every registered attendee and to check that every guest has a name tag if necessary, a seat, and that plenty of extra supplies are on hand if more guests show up than expected – depending on the event in question, of course.
- Stock the tables. Once your team has finished setting up all of the tables, chairs and decor, it’s time to make sure your tables are completely ready for the morning. This is particularly important if you’re event planning a corporate brand launch or conference. Get all of the media tables ready with everything they need, from press packs to stationary, freebies, pens and staplers.
- Timetable carefully. If speeches are going to be made, awards are going to be handed out, or music and lighting is going to be appearing at particular points in the day, all of these details should be listed clearly on a full schedule. You’ll have this schedule prepared by this point, no doubt, but it’s always helpful to check with any speakers and performers ahead of time to ensure that they’re clear on their allotted time slot and that everyone involved is informed and prepared.