Countdown to the Event or Exhibitions

Countdown to the big Event or Exhibitions

The official countdown begins in the week before your event. which is when you are most likely to experience last-minute, unexpected changes to your event preparation, which can make it a stressful but exhilarating time

Tasks you may need to do can range from confirming the final number of attendees to developing a post-event questionnaire or survey.

In the week leading up to your event the first point of reference will be your event management sheet, which provides you with a listing of the outstanding tasks.

Outstanding tasks may include:


Attendees
• Confirm final numbers with venue
• Confirm final numbers with caterer and any additional attendee requests such as accommodation

a travel

• Produce name tags and place cards (if appropriate)

• Put together information packs for attendees (if appropriate)

• Develop an attendee evaluation form (if appropriate)

 

Venue

• Confirm room layout has been received by the venue

• Confirm times in which venue will be available for set-up

• Send through event running order to the venue manager

• Confirm set-up schedule for exhibition/display areas, including

set-up time for exhibitors (if appropriate)

• Develop additional directional signage if needed, e.g. cloakroom

and bathroom signs

• Allocate staff to cover administration desk and welcome VIP

guests

• Brief staff on event running order, location of bathrooms, etc.

 

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For an outdoor event

• Confirm relevant approvals have been sought from council/

government authorities

• Confirm lighting, additional bathroom facilities with hire

company

• Ensure copy of insurance policy is in file

• Finalise wet-weather plan

Caterers
• Confirm final numbers with caterer
• Confirm menu with caterer
• Confirm delivery times and provide copy of order of proceedings
to caterer
• Confirm the event address and contact details have been
provided


Speakers/presenters
• Obtain copy of speaker notes/speeches
• Ensure all speakers have correct event address and contact
details
Ensure travel and accommodation arrangements are in place (if
appropriate)
• Confirm with venue that required AV equipment has been
ordered, or if this has been arranged by you confirm with hire
place all equipment has been ordered

RSVPs
• Chase any RSVPs not received
At this point it is a good idea to develop a listing of key contacts
with telephone numbers, email and street addresses for every
organisation associated with your event.



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