Small Event Checklist

Confirm the event basics - date, time and the capacity you're aiming form.

This is the order of ceremonies for the eventing. This is a spreadsheet and should contain the following infomation:

1. Time (eg 5pm)
2. Duration
3. Activity (Welcome address, Speaker 1)
4. Personel (who is involved in this activity - Speaker, MC etc)
5. Production requirements (how many microphones, clicker, laptop etc)
6. Notes

Include all income and expenses including venue hire, catering, speaker costs, production costs etc.

Worksheet includes:

1. Venue address
2. Speaker call time
3. Hours required
4. Briefing on activities to be completed by the speaker
5. Infomation on catering provided
6. Key personel contact details
7. Confirmation of any speaker fees or costs to be covered

Negotiate venue contract including the following items:

• Hire costs
• Staffing costs
• cleaning costs
• In house production to be required
• Seating and tables if any are required
• All other items required for the event including lecturns, power requirements, music etc
• Understand the venues liquor license
• Confirm venue access time - what time can you get in there to start setup? What time do you have to be out
• Will there be aby other events on at the same time?
• Do they have their own insurances?
• Do they require you to have your own Public Liability Insurance

Determine catering requirements and book them either through the venue or a third party, if permitted by the venue

This is a spreadhseet of all key contacts for the event including:

• All speakers mobiles
• Venue contact mobile numbers
• Production contact mobile numbers
• Event staff including door staff if appropriate

A bump in schedule is a list of activities to complete on the day of the event, before the event starts. These items include:

• Any deliveries scheduled
• Arrival and set up of production
• Set up of check in table
• Sound check
• Rehersal

A bump out schedule is a list of everything you need to complete after the event and before you hand the venue back to the owners. This might inlcude

• Removal of decoration
• Removal of any equipment you've brought in
• Clearing of waste if required
• Collection of all items hired for the event
• Pack up of production equipment

Call all stakeholders the week before the event and confirm their participation. This might include:

• Calling proudction operators and confirming all sound and audio requirments
• Confirm everything with the venue
• Call all speakers and confirm they have everything and can still make it
• Confirm all deliveries and equipment hires

Use eventbrite, meetup or google sheets. Be sure to understand the following before setting this up:

• What infomation will you require from guests? At a minimum get name, email and post code.
• Do you need to know dietary requirements of guests?
• What will your refund policy be?
• Include a schedule of activities in the event description. Ticket holders need to know when the event will open, when speakers will start and when the evening will conclude
• Include catering infomation if you are providing.
• Make sure the venue you are using doesn't have any exclusive ticketing agreements
• Understand the ticketing fees for each ticketing platform and factor in to your budget
• In almost all cases Blackbird and Startmate need to charge GST on tickets.

This includes the event description, event details and event schedule

Partners and speakers need to approve event copy before it goes live, particularly if they are mentioned at all in the copy. Obtain approval before publishing

Create custom links so you can track where ticket sales are coming from.

This can be done through event bright - https://www.eventbrite.com.au/support/articleredirect?anum=3296

Or through google if you are selling tickets from a website we own and track with analytics - https://ga-dev-tools.appspot.com/campaign-url-builder/

You can also use custom links on Facebook and Twitter through advertising.

For a small event it's usually easiest to just event the ticketing platform to track links.

For larger more complex events, you should track through google and any other pixels you ahve set up.

Connect eventbrite to Autopilot through Zapier. Set up a custom list in eventbrite for the event, and make sure all RSVPs to the event get sent to this list.

This can also be done manually by downloading the event CSV from eventbrite and uploading through autopilot.

Send speakers and partners the following:

• Custom links
• Event copy
• Suggested tweet copy
• Images
• Email copy

Set up a reminder email to send to event attendees.

This should include anything you will need on the day

• Clipboards
• gaffer tape
• cable ties
• Pens
• sharpies
• Extension leads
• Powerboards

It's often best practise to keep an event kit packed and ready to go. This saves work on the day