Event Management Checklist

How Long Is Your Event Management Checklist?

It can sometimes be a sobering exercise to draw up an event management checklist if you’re thinking of taking on the planning of a major event internally. There are so many different angles, so many different elements to consider and such a lot that can, let’s face it, go wrong if you’re not careful. When you add on the ever present risks associated with the legendary Murphy’s Law, it’s not hard to appreciate why professional event planning companies are best placed to take this on for you.

Let’s just look at a few questions that you will have to check off.

• Are all your records, disclaimers, waivers and other pieces of documentation in order? This may apply to your participants, your staff and your external contractors or vendors. Do all your event contracts cover any rainy day events – what will happen in the event of a failure, an availability or delay?
• Are your instructions and directions comprehensive? Sometimes it is easy to get so involved in creating an event that you overlook something essential.
• Do you have adequate resources in place to deal with any media interest, especially in the very unfortunate event of something negative happening? Do you have a number of “Plan B” options if you should be forced to amend your initial itinerary?
• Do you have adequate parking for participants, spectators or other interested parties? Remember that if you are creating a specific parking area you should consider a waiver of responsibility for all those accessing. Are your officials equipped with reflective vests and fully versed on your plans? Do you have an overflow facility, in case?
• Have you adequately vetted any external vendors or contractors that you will be using? Do these contractors carry their own insurance, do they have good reputations and are they themselves adequately prepared in case of unforeseen eventualities?

As you can see, there are a variety of steps for event planning people to consider. Indeed, your event management checklist could be as long as your proverbial arm. This is why it’s important to ensure that your event designs company has considerable experience and is able to draw on experience to make sure that all the bases are covered. Please do not hesitate to get in touch with us to see how we can help prepare your checklist and leave you with some much-needed breathing room.