Planning an evening event: Step 4

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 4:
Professional & well-planned processes — event organization.


 

  • Make your final decisions about the service partners and commission them to implement the concept you have developed.
     
  • Design, do layouting and send (or arrange the dispatch of) Save the Date messages and invitations.
    - What information must be included in the invitations?
    - Analogue or digital?
     
  • Organize the participant management.
    - Set up the registration procedure for the participants.
    - If appropriate, set up a hotline for questions and changes.
     
  • Create set-up plans.
    - How will each room be equipped, fitted out with seating and decorated?
    - Technical equipment and lighting effects?
     
  • Create flowcharts.
    - List all the individual programme points in a timeline, complete with all the related information
    - Event direction plan (programme point, projections, microphones, background music, lighting effects)
     
  • Ask all the protagonists about their technical requirements, plan these and inform your technology partners.
     
  • Make to-do lists for any elements missing from the flowchart. Flowcharts show where gaps still exist in the event planning.
     
  • Plan the construction and dismantling periods.
    - These plans must ensure smooth logistics for the specialized workers doing the construction and dismantling.
    - Equipment: Which equipment will be provided by which companies and when?
     
  • Make a “Branding, route information, signposting” list.
    - The list should include information about the locations, content, dimensions, materials, and producers of the materials.
    - Take the stage design into account.
    - Have the graphics and content produced according to the list.
     
  • Plan the catering.
    - Select the food and beverages
    - How many people should you order for?
    - Must special allergies/religious customs/food intolerances be
      taken into account?
    - Catering for the crew and the performers?
     
  • Plan the table decorations.
    - Define the desired table decorations and order suitable sketches or photos of possible decorations.
    - Prepare a set-up of a table.
    - Will you have seating plans? If so, work out the seating plans and make place cards.
     
  • Briefings for all the specialized workers, speakers and performers.
    - A general briefing about the event.
    - Information about arrival options and other framework conditions.
    - Precise areas of responsibility.
    - Times and periods of duty.
    - Catering for the crew
     
  • Human resources & team planning and briefings for the staff.
    - A general briefing about the event.
    - Information about arrival options and other framework conditions.
    - What is each person’s area of responsibility and the place and time of his/her work assignment?
    - Clothing.
    - Catering for the crew.
    - Cloakrooms.
    - Breaks.
     
  • Make phone lists that include the name, company, function and mobile phone number of each participant.
     
  • Submit and receive registrations and authorizations
    - Insurance policies.
    - GEMA (German Authors' Rights Society).
    - Artists’ social insurance.
    If appropriate, contact the building authority for specialized uses.

Download this checklist here:
Checklist 4b. Event organization - planning an evening event

Go to step 5: Checklist 5b. Staging the event - Planning an evening event


Version: 2019
Responsible for the content:
welcome Veranstaltungs GmbH
Frauke Landsberg
www.welcome-events.de