{"id":13600,"date":"2018-03-14T03:28:40","date_gmt":"2018-03-14T03:28:40","guid":{"rendered":"https:\/\/www.process.st\/templates\/small-event-checklist\/"},"modified":"2018-03-14T03:28:40","modified_gmt":"2018-03-14T03:28:40","slug":"small-event-checklist","status":"publish","type":"post","link":"https:\/\/www.process.st\/templates\/small-event-checklist\/","title":{"rendered":"Small Event Checklist"},"content":{"rendered":"<section id=\"preproduction-before-event\">\n<h2>Pre-production (Before event):<\/h2>\n<\/section>\n<section id=\"confirm-date-time-capacity\">\n<h2>Confirm date, time, capacity<\/h2>\n<div class=\"text-content\">\n<p>Confirm the event basics - date, time and the capacity you're aiming form.<\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"complete-event-content-run-sheet\">\n<h2>Complete event content run sheet<\/h2>\n<div class=\"text-content\">\n<p>This is the order of ceremonies for the eventing. This is a spreadsheet and should contain the following infomation:<\/p>\n<ol>\n<li>Time (eg 5pm)<\/li>\n<li>Duration<\/li>\n<li>Activity (Welcome address, Speaker 1)<\/li>\n<li>Personel (who is involved in this activity - Speaker, MC etc)<\/li>\n<li>Production requirements (how many microphones, clicker, laptop etc)<\/li>\n<li>Notes<\/li>\n<\/ol><\/div>\n<\/section>\n<section id=\"complete-event-budget\">\n<h2>Complete event budget<\/h2>\n<div class=\"text-content\">\n<p>Include all income and expenses including venue hire, catering, speaker costs, production costs etc.<\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"confirm-speakers-and-content-program\">\n<h2>Confirm speakers and content program<\/h2>\n<\/section>\n<section id=\"send-speakers-a-worksheet\">\n<h2>Send speakers a worksheet<\/h2>\n<div class=\"text-content\">\n<p>Worksheet includes:<\/p>\n<ol>\n<li>Venue address<\/li>\n<li>Speaker call time<\/li>\n<li>Hours required<\/li>\n<li>Briefing on activities to be completed by the speaker<\/li>\n<li>Infomation on catering provided<\/li>\n<li>Key personel contact details<\/li>\n<li>Confirmation of any speaker fees or costs to be covered<\/li>\n<\/ol>\n<\/p><\/div>\n<\/section>\n<section id=\"book-a-venue\">\n<h2>Book a venue<\/h2>\n<div class=\"text-content\">\n<p>Negotiate venue contract including the following items:<\/p>\n<ul>\n<li>Hire costs<\/li>\n<li>Staffing costs<\/li>\n<li>cleaning costs<\/li>\n<li>In house production to be required<\/li>\n<li>Seating and tables if any are required<\/li>\n<li>All other items required for the event including lecturns, power requirements, music etc<\/li>\n<li>Understand the venues liquor license<\/li>\n<li>Confirm venue access time - what time can you get in there to start setup? What time do you have to be out<\/li>\n<li>Will there be aby other events on at the same time?<\/li>\n<li>Do they have their own insurances?<\/li>\n<li>Do they require you to have your own Public Liability Insurance<\/li>\n<\/ul><\/div>\n<\/section>\n<section id=\"book-catering\">\n<h2>Book catering<\/h2>\n<div class=\"text-content\">\n<p>Determine catering requirements and book them either through the venue or a third party, if permitted by the venue<\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"prepare-key-contact-list\">\n<h2>Prepare key contact list<\/h2>\n<div class=\"text-content\">\n<p>This is a spreadhseet of all key contacts for the event including:<\/p>\n<ul>\n<li>All speakers mobiles<\/li>\n<li>Venue contact mobile numbers<\/li>\n<li>Production contact mobile numbers<\/li>\n<li>Event staff including door staff if appropriate<\/li>\n<\/ul><\/div>\n<\/section>\n<section id=\"prepare-bump-in-and-bump-out-documents\">\n<h2>Prepare bump in and bump out documents<\/h2>\n<div class=\"text-content\">\n<p>A bump in schedule is a list of activities to complete on the day of the event, before the event starts. These items include:<\/p>\n<ul>\n<li>Any deliveries scheduled<\/li>\n<li>Arrival and set up of production<\/li>\n<li>Set up of check in table<\/li>\n<li>Sound check<\/li>\n<li>Rehersal<\/li>\n<\/ul>\n<p>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<\/p>\n<ul>\n<li>Removal of decoration<\/li>\n<li>Removal of any equipment you've brought in<\/li>\n<li>Clearing of waste if required<\/li>\n<li>Collection of all items hired for the event<\/li>\n<li>Pack up of production equipment<\/li>\n<\/ul><\/div>\n<\/section>\n<section id=\"send-run-sheet-bump-in-and-bump-our-schedule-to-the-venue-and-all-event-staff\">\n<h2>Send run sheet, bump in and bump our schedule to the venue and all event staff<\/h2>\n<\/section>\n<section id=\"complete-pre-event-confirmations\">\n<h2>Complete pre event confirmations<\/h2>\n<div class=\"text-content\">\n<p>Call all stakeholders the week before the event and confirm their participation. This might include:<\/p>\n<ul>\n<li>Calling proudction operators and confirming all sound and audio requirments<\/li>\n<li>Confirm everything with the venue<\/li>\n<li>Call all speakers and confirm they have everything and can still make it<\/li>\n<li>Confirm all deliveries and equipment hires<\/li>\n<\/ul><\/div>\n<\/section>\n<section id=\"prepare-any-signage-required-for-event\">\n<h2>Prepare any signage required for event<\/h2>\n<\/section>\n<section id=\"marketing-and-ticketing\">\n<h2>Marketing and Ticketing:<\/h2>\n<\/section>\n<section id=\"set-up-ticketing-or-rsvp-list\">\n<h2>Set up ticketing or RSVP list<\/h2>\n<div class=\"text-content\">\n<p>Use eventbrite, meetup or google sheets. Be sure to understand the following before setting this up:<\/p>\n<ul>\n<li>What infomation will you require from guests? At a minimum get name, email and post code.<\/li>\n<li>Do you need to know dietary requirements of guests?<\/li>\n<li>What will your refund policy be?<\/li>\n<li>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<\/li>\n<li>Include catering infomation if you are providing.<\/li>\n<li>Make sure the venue you are using doesn't have any exclusive ticketing agreements<\/li>\n<li>Understand the ticketing fees for each ticketing platform and factor in to your budget<\/li>\n<li>In almost all cases Blackbird and Startmate need to charge GST on tickets.<\/li>\n<\/ul><\/div>\n<\/section>\n<section id=\"get-speaker-bio-and-headshots\">\n<h2>Get speaker bio and headshots<\/h2>\n<\/section>\n<section id=\"create-any-event-artwork-required\">\n<h2>Create any event artwork required<\/h2>\n<\/section>\n<section id=\"write-event-copy\">\n<h2>Write event copy<\/h2>\n<div class=\"text-content\">\n<p>This includes the event description, event details and event schedule<\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"obtain-approvals-from-speakers-venue-and-any-partners\">\n<h2>Obtain approvals from speakers, venue and any partners<\/h2>\n<div class=\"text-content\">\n<p>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<\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"set-up-email-announce-event\">\n<h2>Set up email announce event<\/h2>\n<\/section>\n<section id=\"prepare-socials-from-blackbirdstartmate-accounts\">\n<h2>Prepare socials from Blackbird\/Startmate accounts<\/h2>\n<\/section>\n<section id=\"create-custom-links-for-partners-and-speakers\">\n<h2>Create custom links for partners and speakers<\/h2>\n<div class=\"text-content\">\n<p>Create custom links so you can track where ticket sales are coming from.<\/p>\n<p>This can be done through event bright -&nbsp;<a href=\"https:\/\/www.eventbrite.com.au\/support\/articleredirect?anum=3296\" rel=\"nofollow noopener\" target=\"_blank\">https:\/\/www.eventbrite.com.au\/support\/articleredirect?anum=3296<\/a><\/p>\n<p>Or through google if you are selling tickets from a website we own and track with analytics -&nbsp;<a href=\"https:\/\/ga-dev-tools.appspot.com\/campaign-url-builder\/\" rel=\"nofollow noopener\" target=\"_blank\">https:\/\/ga-dev-tools.appspot.com\/campaign-url-builder\/<\/a><\/p>\n<p>You can also use custom links on Facebook and Twitter through advertising.<\/p>\n<p>For a small event it's usually easiest to just event the ticketing platform to track links.<\/p>\n<p>For larger more complex events, you should track through google and any other pixels you ahve set up.<\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"connect-ticketing-platform-to-email-marketing-platform\">\n<h2>Connect ticketing platform to email marketing platform<\/h2>\n<div class=\"text-content\">\n<p>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.<\/p>\n<p>This can also be done manually by downloading the event CSV from eventbrite and uploading through autopilot.<\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"send-speakers-and-partners-marketing-material\">\n<h2>Send speakers and partners marketing material<\/h2>\n<div class=\"text-content\">\n<p>Send speakers and partners the following:<\/p>\n<ul>\n<li>Custom links<\/li>\n<li>Event copy<\/li>\n<li>Suggested tweet copy<\/li>\n<li>Images<\/li>\n<li>Email copy<\/li>\n<\/ul><\/div>\n<\/section>\n<section id=\"get-speakers-and-partners-to-promote-via-their-channels\">\n<h2>Get speakers and partners to promote via their channels<\/h2>\n<\/section>\n<section id=\"set-up-event-reminder-email-to-attendees\">\n<h2>Set up event reminder email to attendees<\/h2>\n<div class=\"text-content\">\n<p>Set up a reminder email to send to event attendees.<\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"production-event-day\">\n<h2>Production (Event Day):<\/h2>\n<\/section>\n<section id=\"prepare-event-kit\">\n<h2>Prepare event kit<\/h2>\n<div class=\"text-content\">\n<p>This should include anything you will need on the day<\/p>\n<ul>\n<li>Clipboards<\/li>\n<li>gaffer tape<\/li>\n<li>cable ties<\/li>\n<li>Pens<\/li>\n<li>sharpies<\/li>\n<li>Extension leads<\/li>\n<li>Powerboards<\/li>\n<\/ul>\n<p>It's often best practise to keep an event kit packed and ready to go. This saves work on the day<\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"send-final-marketing-and-socials-out-prior-to-event\">\n<h2>Send final marketing and socials out prior to event<\/h2>\n<\/section>\n<section id=\"prepare-attendee-list\">\n<h2>Prepare attendee list<\/h2>\n<\/section>\n<section id=\"set-up-event-check-in-table\">\n<h2>Set up event check in table<\/h2>\n<\/section>\n<section id=\"take-receipt-of-all-deliveries\">\n<h2>Take receipt of all deliveries<\/h2>\n<\/section>\n<section id=\"set-up-production\">\n<h2>Set up production<\/h2>\n<\/section>\n<section id=\"sound-check\">\n<h2>Sound check<\/h2>\n<\/section>\n<section id=\"laptop-and-projector-check\">\n<h2>Laptop and projector check<\/h2>\n<\/section>\n<section id=\"ensure-clicker-is-close-to-laptop-being-used-for-presentaiton\">\n<h2>Ensure clicker is close to Laptop being used for presentaiton<\/h2>\n<\/section>\n<section id=\"confirm-any-catering\">\n<h2>Confirm any catering<\/h2>\n<\/section>\n<section id=\"display-any-signage-required\">\n<h2>Display any signage required<\/h2>\n<\/section>\n<section id=\"brief-event-and-venue-staff\">\n<h2>Brief event and venue staff<\/h2>\n<\/section>\n<section id=\"brief-mc\">\n<h2>Brief MC<\/h2>\n<\/section>\n<section id=\"brief-production-staff\">\n<h2>Brief production staff<\/h2>\n<\/section>\n<section id=\"make-yourself-aware-of-any-safety-hazards\">\n<h2>Make yourself aware of any safety hazards<\/h2>\n<\/section>\n<section id=\"prepare-water-for-speakers-and-mc\">\n<h2>Prepare water for speakers and MC<\/h2>\n<\/section>\n<section id=\"during-event-take-photos-and-promote-via-socials\">\n<h2>During event take photos and promote via socials<\/h2>\n<\/section>\n<section id=\"post-production-after-event\">\n<h2>Post Production (After event):<\/h2>\n<\/section>\n<section id=\"complete-bump-out-checklist-after-event\">\n<h2>Complete bump out checklist after event<\/h2>\n<\/section>\n<section id=\"send-out-event-surveys-to-attendees\">\n<h2>Send out event surveys to attendees<\/h2>\n<\/section>\n<section id=\"get-feedback-from-speakers\">\n<h2>get feedback from speakers<\/h2>\n<\/section>\n<section id=\"send-thank-you-notes-to-speakers-and-stakeholders\">\n<h2>Send thank you notes to speakers and stakeholders<\/h2>\n<\/section>\n<section id=\"add-event-attendees-to-any-databases\">\n<h2>Add event attendees to any databases<\/h2>\n<\/section>\n<section id=\"arrange-for-all-hired-items-to-be-picked-up\">\n<h2>Arrange for all hired items to be picked up<\/h2>\n<\/section>\n<section id=\"remove-ticketingmarketing-software-integration\">\n<h2>Remove ticketing\/marketing software integration<\/h2>\n<\/section>\n<section id=\"reconcile-budget\">\n<h2>Reconcile budget<\/h2>\n<\/section>\n<section id=\"submit-all-receipts-to-accounts\">\n<h2>Submit all receipts to accounts<\/h2>\n<\/section>\n<section id=\"rate-this-checklist\">\n<h2>Rate this checklist<\/h2>\n<div class=\"select-field-content form-field-content\">\n<div class=\"form-group\"> <label> This checklist has been clear and easy to understand. <\/label> <select disabled class=\"form-control\"><option value=\"An option will be selected here\">An option will be selected here<\/option><\/select>\n  <\/div>\n<\/p><\/div>\n<div class=\"select-field-content form-field-content\">\n<div class=\"form-group\"> <label> This checklist has made the process easier to manage. <\/label> <select disabled class=\"form-control\"><option value=\"An option will be selected here\">An option will be selected here<\/option><\/select>\n  <\/div>\n<\/p><\/div>\n<div class=\"textarea-field-content form-field-content\">\n<div class=\"form-group\"> <label> How could this checklist be improved? <\/label> <textarea placeholder=\"Something will be typed here...\" rows=\"3\" disabled class=\"form-control\"><\/textarea>\n  <\/div>\n<\/p><\/div>\n<\/section>\n","protected":false},"excerpt":{"rendered":"<p>Pre-production (Before event): Confirm date, time, capacity Confirm the event basics - date, time and the capacity you're aiming form. Complete event content run sheet This is the order of ceremonies for the eventing. This is a spreadsheet and should contain the following infomation: Time (eg 5pm) Duration Activity (Welcome address, Speaker 1) Personel (who [&hellip;]<\/p>\n","protected":false},"author":3,"featured_media":0,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"ep_exclude_from_search":false,"cover_icon_emoji":"","cover_icon_url":"","tasks_count":"55","template_description":"","template_id":"sttgFBGC5wNltOi1Do5OzA","task_0":"Pre-production (Before event):","task_slug_0":"preproduction-before-event","task_1":"Confirm date, time, capacity","task_slug_1":"confirm-date-time-capacity","task_2":"Complete event content run sheet","task_slug_2":"complete-event-content-run-sheet","task_3":"Complete event budget","task_slug_3":"complete-event-budget","task_4":"Confirm speakers and content program","task_slug_4":"confirm-speakers-and-content-program","task_5":"Send speakers a 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