In Partnership with
  SME Events Organiser Checklist
  8+ weeks from event
 
  • Select potential dates for your event.
  • Decide on size of target audience
  • Select and confirm venue to accommodate needs. If new venue, arrange site visit to ensure venue is appropriate. Do not hold your event at a venue you have not checked out!
  • On receipt of Event Request form complete in full and return to jan@janklin.com
  • Commence invite process.
  • Register your event on all sponsor and DTI web sites
  • Agree on database(s) to be used to mail/telemarket invites and ensure these are clean and de-duped.
  6 - 8 weeks in advance of event
 
  • Ascertain level of staffing required. Source staff and confirm responsibilities.
  • Send out "teaser" email shot.
  5 weeks in advance of event
 
  • Send out direct mail invitation.
  4 weeks in advance of event
 
  • Begin telemarketing (if using)
  • Check booking reports and take appropriate action if take-up is low or you are reaching overbooking.
  • Check booking reports for industry competitors and take appropriate action
  • If overbooked, consider expanding capacity at venue or arranging an additional event either the same day or the following month.
  • Confirm delegate pack content (if applicable).
  • Discuss presentations and cues with speakers.
  • Organise catering for delegates allowing for a 35% drop-out rate if no charges are being made
  2 weeks in advance of event
 
  • Confirm refreshment schedule and agenda timings with venue caterer.
  • Second email shot to contacts who have not responded; continue telemarketing (if using)
  • Finalise critique content
 

3 working days in advance of event
 
  • Confirm minimum expected number of attendees to the caterers.
  1 - 2 days in advance of event
 
  • Ensure critique forms and delegate packs (if applicable) have been prepared.
  Event management on the day
  • Ensure you are at the venue at least one and a half hours before start time to greet early arrivals and deal with any last minute decisions.
  • Double-check refreshment schedule with caterer.
  • Check venue directional signs are in place.
  • Introduce yourself to the event Hostess and brief them on the layout of the event
  • Ensure that venue reception staff are fully briefed to direct delegates to the correct room.
  • Ensure all delegates are accurately registered at reception desk and that any name changes are logged. All delegates to receive name badge and critique form.
  • At registration, coffee breaks and at the close of briefing ensure sales representatives meet the attendees and answer any questions.
  • At close of event ensure all critiques are collected and delegate pack is given out (if applicable).
  • After briefing, ensure completed critiques are returned
  • Ensure everything is removed from venue and that no confidential information is left in the room.