Check List for Setting Up Special Events
by Dedi Leahy
FACILITIES
- Walk the space
- Arrangements or rental of room/arena/site for date, set-up and rehearsal
- Additional equipment (specify)Parking/valet arrangementsDirectional signage/marquee
- Clean-up, pre-event/post-eventSound system/lighting
- Notification of management/electrical
- Decorations prior to event
GRAPHICS
- Invitations - design, production, printingHand addressing or calligraphy arrangements
- Appropriate postage stamps
- Program - design, production, printingPosters, banners, tickets, door prizes, raffle tickets
- Decor
- Video
- Easels
SPECIAL ARRANGEMENTS
- Invitation lists
- Beverage arrangements
- Catering/menu planning
- Live/silent auction- times, coordination, display and signage
- Casino
- Emcee
- Auctioneer
- Special guests
- Celebrities
- Music
- Entertainment
- Speaker
- Program agenda and scripts
- Rehearsal arrangements
- Transportation
- transportation to event
- VIP escorts
- Special accommodations
- VIP hotel room gifts
PERSONNEL
- For check-in tableR
- eceipt of tickets/money
- Security
- Medical
- Greeting committee
- Guidance, information
- Other
EVENT PRESENTATION
- Room arrangement - buffets/chairs/tables
- Flowers and table decor
- Programs and placement of other items at each place settingTable gifts
- Script/agenda of program
- Awards, prizes
- Site banners
MEDIA PUBLICITY (PR-EVENT)
- Media list
- Comp invitations
- Talk show appearances- radio/TV
- Media kits
- Video clips
- Press briefing (press conference if announcement is earth shattering)
- Press room
- Press passes
- Special seating
- Reminder before event- print and broadcast
- Pre-party
PROMOTION
- Celebrity appearances
- Paid advertising - billboards, print, broadcast
- Posters
- Mention inclusion in corporate ads
- Personal phone calls
MEDIA PUBLICITY (POST-EVENT)
- Photo distribution
- Follow-up releases
- Post interviews
- Clipping service
- Follow-up phone calls
- Thank you notes
copyright 2007. Dedie Leahy, Dedie Leahy & Company, 3883 Turtle Creek Boulevard, Suite 1704, Dallas, TX 75219; phone (214) 521-9577; fax (214) 521-9578. dedieleahy@mac.com