Safely tucked away in any event professional’s ring binder file would be that item so essential to the event planning process that, were it ever to be lost or destroyed, the world would surely come crashing down around them. I’m talking about the unsung hero of the event management process – the corporate event planning checklist.
The ultimate function of an event planning checklist is to keep event planners sane
The corporate event planning checklist details it all – from every line item in a corporate event’s budget down to who will be responsible for placing water on the lectern for guest speakers on the day of the event. This is why this checklist and its associated documents are often referred to as the event planner’s ‘bible’ and why no event planner worth their salt will be seen without theirs close at hand on the day of their corporate event.
So, what kind of information should (or do) event planners keep close to them during an event?
Checklist templates for event planning abound on the internet. Examples of what should be included in this checklist differ according to event planner, business and events agency. One thing that we feel is pertinent to include with every checklist is an event call sheet. A call sheet is one of those hidden gems in an event planner’s file. It contains the contact details (cell phone numbers and email addresses) for every caterer, supplier, media person, emergency personnel member, project coordinator, hostess, taxi service, car hire company, audio-visual guy – you name it – whose involvement is pertinent to the successful running of your event on the day.
Call sheets are distributed to the entire event planning team to ensure that they’ll know who to contact or follow up with should someone run late or a problem arise. Event planning call sheets should also include key setup times and locations for your team members throughout the day. A call sheet can also be used to direct your event planning team’s movement across locations. The RSVP Agency, for example, recently ran the registrations for corporate event activities that required multiple call sheets for multiple teams spread across various locations.
A section of your corporate event planning checklist should always be dedicated to event compliance procedures
A crucial aspect of any planned event is its level of compliance with appropriate health and safety procedures. Regulations exist to ensure that event planners take health and safety measures at events seriously. These regulations touch on the appropriate venue and site design, fire safety, incident planning, the types of communication channels that need to be in place to ensure optimal safety for event guests, the necessary protocol for crowd management and crowd control – and much more.
Another gem to add to your corporate event planning checklist would then be our Event Compliance Checklist. This checklist will help you cover your event compliance bases when planning your upcoming events. You can download this checklist here below.
For more information about The RSVP Agency’s professional event management software solution, give us a call today.