Planning a business event is no easy feat, but presents a great opportunity for you to shine as an event planner. Like any project, you’ll have to organize an event checklist. The latter step is important because you want to be sure you haven’t forgotten anything. Each event will likely require a specifically tailored checklist since each event will have its own individual specifications. However, there are a couple of things that should be present on nearly every event checklist, so let’s take a look at a few of the essentials.
1.) Confirm Event Time and Date
Getting the date right is crucial. Guests can agree to a date and time for the event, but then forget to update you if any changes affect their plans. To remain on top of the ball, be sure to confirm the date as well as the start and finish times for the event. Confirm the details in writing.
2.) Do a Walk-Through of the Venue
It can be easy to imagine elaborate layouts and decorations, but until you visit the event venue you’re not going to know what you’re dealing with in terms of space. Conducting a walk-through with the primary vendors, like the caterer, is critical to the overall event planning process. Having everyone in the space at one time, you can all come to an agreement on room set-up and overall event flow early in the planning.
3.) Read and Sign Event Contracts
While this might be too obvious, it’s a step that can sometimes be handled a bit clumsily. Just make sure you read the details and sign all the necessary paperwork for your event, which includes agreements with the venue, vendors, entertainment, etc. Make sure you receive signed copies of these contracts in return.
These are just a few steps necessary for making sure your event goes off without a hitch. Do you need a venue for an event? Contact Exchange Hall by calling 978-263-8500 or fill out our online contact form.