Event Checklist: 3-4 Months to Event
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Event Checklist: 3-4 Months to Event

Starting to Ramp Up

Now that you have some of the foundational parts of your event figured out, it’s time to start executing on the rest.

If your event is coming up in a few months, you’ll need to start communicating with all the stakeholders outside your organization and continue coordinating with them.

Some points you’ll need to remember include:

Build out required documents for your team.

Speaker/presenter/entertainer liaison:

  • Finalize presentation/speech topics
  • Get bio information, photo
  • Travel & accommodation arrangements
  • Have contracts signed if appropriate
  • Ask speakers to start promoting and sharing it with their network

Financial/Administration:

  • Determine registration fees
  • Set up and enable online registration
  • Finalize sponsor levels and amounts
  • Identify items to be underwritten and accounting tracking details

Venue and logistics planning:

  • Determine and arrange all details re menu, A/V equipment, registration set-up, parking, signage, etc.
  • Review security needs/plan for the event with venue manager
  • Investigate need for any special permits, licenses, insurance, etc.
  • Assess accessibility requirements (e.g. all-gender restrooms, wheelchair accessibility, etc).
  • Communicate accessibility requirements to staff.

Follow publicity plan:

  • Develop draft program Create draft event script (e.g., MC, speaker introductions, thanks, closing, etc.)
  • Develop publicity pieces — e.g., newsletter articles and/or ads, radio spots, print blog posts articles for submission to other publications and/or ads, etc.
  • Request logos from corporate sponsors for online and printed materials
  • Develop and produce invitations, programs, posters, tickets, etc.
  • Develop media list & prepare News Release, Media Advisory, Backgrounder and all media kit materials (e.g., speaker info, photos, etc.)
  • Create event page on your website
  • Enable/create email event notifications
  • Create a Facebook event page
  • Develop a promo video and post on YouTube and your Facebook page
  • Register your event on a variety of online event calendars
  • Create some buzz on your blog or member forums
  • Determine VIPs and create invitation & tracking document (e.g., spreadsheet)
  • Order any desired event swag

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