8 Must-Do Pre-Event Checklist Tasks
The days leading up to a big event can be hectic. Even though the clock is ticking, there always seems to be a million loose ends that still need tying up. It’s no wonder that many event producers find it challenging to keep track of what still needs to be done to ensure their events are successful. The following pre-event checklist template provides a handy overview of all of the most important last-minute tasks you’ll need to do as your big event day approaches.
Conduct an Audio Check
We’ve all been to an event where the audio is either too loud, too soft or just plain isn’t working properly. You can easily prevent this from happening at your event by conducting a thorough audio check. Ideally, you should conduct audio checks not only in the days before the event, but also on the day of the event. Test all of the microphones and speakers and make adjustments accordingly. It’s always good to have a spare microphone on hand.
Run Through the Visuals
An equally important task on any pre-event checklist should be that of ensuring your visuals are in order. Failure to do so can quickly turn a well-orchestrated event into one that looks unprofessional. If you already have presentations on hand, test them out in action. Do the images and text look too faint, grainy or hard to read? Does the clicker work? Don’t be afraid to get a second opinion.
Check Internet Connectivity
An unstable internet connection may not seem like a huge deal, but it will certainly dampen your event if everything from the visuals to the music is affected. Ensuring the internet is lightning fast and stable before the big day will save you considerable time and stress — particularly if you discover there’s a problem with it well beforehand. Remember, unlike most last-minute issues you can address yourself, internet issues often require outside assistance and can take a while to fix. So it certainly pays to deal with any problems that crop up as quickly as possible.
Polish Your Event Script
One of the most important tasks to tackle in the days leading up to your event is to go over and refine your event script. As the blueprint to your event, it must flow seamlessly. While everything may have been in order months ago when you first put it together, it’s likely that some changes have been made since then. Even a minor change — especially if it’s unexpected — has the potential to throw your entire event script off course. So be sure to touch base with each and every person involved and make any necessary tweaks to ensure everyone is on the same page.
Create a List of Key Contacts
As an event producer, you’ll be used to communicating with and helping coordinate a range of professionals involved with staging an event. To save yourself the trouble and time involved with chasing their details down at the last minute, it pays to create a list of key contacts for you and your team to easily refer to. Note each professional’s email and phone number, and provide both an electronic copy as well as a hard copy to anyone on your team who might need it.
Touch Base With the Caterer
Another task that should be high on your to-do list is to touch base with the caterer. This is particularly important if you have been informed about any changes to guest numbers or new information about dietary restrictions. Touching base will also give the caterer the opportunity to communicate any updates on their end, such as a change to the menu. Remember, it’s always better to be safe than sorry when it comes to your event’s food and beverage.
Contact All Other Vendors
In addition to your caterer, you should also check with all other vendors involved in the event. This can seem like a superfluous step to take, especially when you’re already busy as it is. However, taking the time to make what will likely be a quick call will give you the peace of mind that everything and everyone is on track. Some vendors may even contact you first. Answer them in a timely manner. For instance, if you’ve chosen a reputable event venue provider, you should expect a courtesy call in which you can iron out any last-minute details.
Safety Check
Safety is a paramount concern with any event, which is why conducting a last-minute safety check is essential. With all of the other tasks you already need to deal with you may not have noticed a few things amiss here and there. There are many safety considerations to keep in mind as you conduct your check, so vigilance is key. An accident could not only cause undue suffering to the affected party, but also impact your reputation as an event producer, so it’s always worthwhile to err on the side of caution when it comes to safety considerations.
Author Bio
Monica Mizzi is a digital marketer hailing from Sydney who has worked with a diverse range of clients including airline magazines, national newspapers, lifestyle and tech publications, marketing agency, as well as blockchain companies. Her experience with leading on-page SEO fixes, link building, and content creation has helped successive clients to rank on the first page of Google. Monica believes that SEO is an undervalued, but powerful component of any successful marketing strategy that all industries and niches should leverage.