Planning an evening event: detailed planning

Does everything fit together? Checking to ensure you’ve made the right decision © KölnTourismus GmbH, Volker Voigt

Please note:
This checklist assumes that you are planning an evening event to which a select group of participants has been invited and for which no participant fees will be charged.

Step 3:
Does everything fit together? Checking to ensure you’ve made the right decision.

Coordinate the content and cost of the concept with your client/team. Do the concept and the elements you have researched match our framework of preconditions?
Make a date for an on-site inspection of the possible event venue so that all the details can be thoroughly checked and confirmed.
The most important partners must participate in the inspection of the venue.
Date for the inspection/location check:
- Parking opportunities?
- Special bus drop-off points?
- Facilities?
- Are there possible problems that couldn’t be seen before (pillars in the hall, layout, newness of the equipment, cleanliness etc.)?
- Safety (fire protection, escape routes etc.)?
- Barrier-free locations?
- What is available (equipment, technology, stage)? What must be rented in addition in order to meet the requirements?
- Where can the various services be positioned (registration, cloakroom, reception area, catering, buffet areas, stage, programme)?
- Delivery area?
- Smoking area?
- Restrooms?
Discuss the details of the event with the location operator, technology companies, outfitters etc.