Hospitality Skills

Meetings and Events Checklists




1. General Meetings and Events Planning Checklist

Pre-Event Planning (6–12 Months Before)

  1. Define Goals and Objectives
  2. Purpose of the event (e.g., networking, training, celebration).
  3. Target audience and expected attendance.

  4. Desired outcomes (e.g., revenue, brand awareness).

  5. Set a Budget

  6. Determine overall budget and allocate for venue, catering, décor, etc.

  7. Include contingency funds for unexpected expenses.

  8. Choose a Date and Venue

  9. Confirm availability for the chosen date(s).

  10. Ensure venue aligns with event size, location, and accessibility needs.

  11. Secure Vendors

  12. Caterers, AV providers, photographers, decorators, entertainment.

  13. Negotiate contracts and confirm deposit schedules.

  14. Develop a Theme or Branding

  15. Choose colors, logos, or slogans for promotional materials.
  16. Ensure branding consistency across all channels.

Mid-Planning (3–6 Months Before)

  1. Create a Detailed Event Plan
  2. Timeline of tasks leading up to and during the event.

  3. Assign responsibilities to team members.

  4. Market the Event

  5. Launch a website or event page.
  6. Use email campaigns, social media, and flyers to promote the event.

  7. Offer early bird pricing or special discounts if applicable.

  8. Organize Logistics

  9. Book transportation for guests, speakers, or staff.
  10. Confirm accommodations for out-of-town attendees or VIPs.

  11. Design floor plans for seating, booths, or activity areas.

  12. Coordinate Technology Needs

  13. Reserve AV equipment (microphones, projectors, Wi-Fi).
  14. Plan for live streaming or hybrid event components if needed.

Final Preparations (1–2 Months Before)

  1. Confirm Details with Vendors

  2. Ensure catering menus, setup times, and AV equipment needs are finalized.

  3. Send Invitations or Confirm Registrations

  4. Share details on parking, dress code, or schedules.

  5. Monitor RSVP responses and adjust plans accordingly.

  6. Prepare Materials

  7. Print event programs, name badges, and signage.

  8. Order giveaways, prizes, or gift bags if applicable.

  9. Conduct Final Walkthrough

  10. Visit the venue to review layouts, setup areas, and emergency exits.

Day Before the Event

  1. Confirm schedules with vendors and staff.
  2. Set up the venue (decor, tables, registration desks).
  3. Test AV equipment, Wi-Fi, and lighting.
  4. Prepare welcome kits or attendee packets.
  5. Share final reminders with the team (timeline, roles, contact info).

Day of the Event

  1. Setup and Pre-Event Checks
  2. Arrive early to oversee setup and greet vendors.

  3. Conduct final checks for AV, lighting, and catering.

  4. Guest Management

  5. Staff the registration desk and provide clear signage.

  6. Greet guests and direct them to event areas.

  7. Event Execution

  8. Monitor the schedule and make real-time adjustments if necessary.

  9. Stay available to troubleshoot issues (technical, logistical, or guest concerns).

  10. Post-Event Cleanup

  11. Oversee venue teardown and return rental equipment.
  12. Ensure all trash is disposed of and leftover materials are stored or donated.

Post-Event Follow-Up

  1. Send thank-you emails to attendees, vendors, and speakers.
  2. Collect feedback via surveys or reviews.
  3. Analyze metrics (attendance, satisfaction scores, ROI).
  4. Create a post-event report with lessons learned for future planning.

2. Corporate Meeting Checklist

Before the Meeting

  1. Confirm the agenda and distribute it to participants.
  2. Reserve a meeting room with required AV equipment.
  3. Arrange catering or refreshments (if applicable).
  4. Prepare handouts, slides, or other materials.
  5. Test conference call or virtual meeting tools (e.g., Zoom, Microsoft Teams).

During the Meeting

  1. Start on time and stick to the agenda.
  2. Assign a note-taker to document key points and decisions.
  3. Facilitate discussion and encourage participation.

After the Meeting

  1. Share meeting minutes or action items with attendees.
  2. Follow up on assigned tasks or deadlines.

3. Wedding or Social Event Checklist

Pre-Wedding Planning

  1. Finalize the guest list.
  2. Secure the venue for the ceremony and reception.
  3. Book photographers, florists, caterers, and entertainment.
  4. Choose the wedding theme, colors, and décor.

Wedding Day Checklist

  1. Verify arrival times for vendors.
  2. Ensure the wedding party is dressed and ready on schedule.
  3. Set up seating arrangements, table settings, and the altar.
  4. Coordinate with the MC or planner to maintain the timeline.

4. Virtual Event Checklist

Pre-Event

  1. Choose a virtual event platform (e.g., Zoom, Hopin, Microsoft Teams).
  2. Design a digital agenda and distribute it to attendees.
  3. Conduct practice sessions for speakers and moderators.
  4. Test internet connectivity, cameras, and microphones.

During the Event

  1. Monitor chat rooms and Q&A sessions.
  2. Record sessions for attendees who can’t join live.
  3. Share polls, surveys, or interactive elements to engage participants.

Post-Event

  1. Share recordings and presentation slides.
  2. Collect attendee feedback via digital surveys.
  3. Analyze participation metrics (e.g., engagement rate, attendee count).

5. Fundraising Event Checklist

Planning

  1. Identify fundraising goals and beneficiaries.
  2. Secure sponsors and donors.
  3. Create promotional campaigns to attract attendees and donations.

During the Event

  1. Set up donation stations (e.g., mobile payment options, silent auction tables).
  2. Acknowledge sponsors and highlight the cause.
  3. Track donations and thank contributors in real time.

After the Event

  1. Share the total funds raised and their impact with donors.
  2. Send personalized thank-you notes to contributors and attendees.

6. Essential Tools for Checklist Management

  1. Event Planning Software:
  2. Examples: Cvent, Eventbrite, Bizzabo.

  3. Purpose: Centralize task management and attendee tracking.

  4. Task Management Platforms:

  5. Examples: Asana, Trello, Monday.com.

  6. Purpose: Create and share customizable checklists with teams.

  7. Communication Tools:

  8. Examples: Slack, WhatsApp, Microsoft Teams.

  9. Purpose: Keep all stakeholders updated in real time.

  10. Survey Tools:

  11. Examples: SurveyMonkey, Google Forms.
  12. Purpose: Collect feedback from attendees post-event.
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