Campusalam

• Skip to main content
• Skip to main navigation
• Skip to search
• Skip to navigation for this section

Here is a sample checklist for a very big, formal event; you can adapt it to yours.

ADVANCE PLANNING

Audience identified
Goal defined
Date selected, taking note of
- Time sensitivity
- Religious and national holidays
- Other events – ours and others
- Availability of speakers / entertainment

Budget for event decided

Venue decided
- Main event room
- Refreshments room
- Prayer room
- Break away room

Public address / AV equipment / engineer available?
Programme established
Suggested guest list drawn up & approved
Hotel / accommodation reserved if required

Catering
- Type of catering/refreshments decided
- Caterers and menus identified
- Dietary requirements identified and caterers booked:
- Halal
- Kosher
- Vegetarian / Vegan
- Allergies e.g. nuts

SPEAKERS

Expenses set
Biographies and photographs received
Accommodation arranged
Transport arranged

INVITATIONS AND SEATING

Invitation drafted, approved, printed or written, n.b.
- Date
- Time
- Venue
- Dietary requirements

Publicity drafted, printed, sent out if required
Tickets printed if required.
Final guest list prepared.
Invitations addressed and mailed (six weeks ahead of date for major functions).
Acceptances and regrets received and recorded.
Final Guest list prepared
Table arrangements for meals planned.
Seating at tables planned and approved
Place cards prepared.
Completed lists / numbers confirmed with venue and caterers.

HOUSING

List of available accommodations sent to those making their own arrangements.
Rooms assigned to invited guests.
Hotels, motels, and other accommodations notified about special handling of accounts.

TRANSPORTATION

Decide what is required
Book
Inform necessary people
Confirm booking just before event

GENERAL OPERATIONS

General plan of events drafted, approved, photocopied and distributed (well in advance) to all involved.
Final check made, in person or by telephone with all concerned.

DIGNITARIES

Itinerary drawn up and distributed to those who use it.
Exact time of arrival and location determined?
Guests briefed on itinerary, following arrival.

SECURITY

Police contacted or security staff informed.
Details of operations plan explained.
Responsibilities assigned.
Security check of venue arranged if necessary.

RECEPTION AND MEALS

Menus printed; placed on tables.
Time arranged for reception and time of meal to follow
Receiving line arranged:

- Where to form
- Who
- Someone to check names

How refreshments are to be served decided and set up.
Flowers arranged for reception and dinner
Seating list distributed.
Signal to leave reception arranged.
Placecards put on tables; extra cards and ink available for last-minute changes.
Public address / AV equipment set up; engineer on hand.

All tables checked for:
- proper place setting
- space
- place cards and proper seating
- menus
- Table number placed

Music or special entertainment provided.
Staff and administrative personnel notified of any special duties.
Person who will be communications liaison with food services established.
Coat checking available at all necessary locations.
Gift procedure planned, if any decision made about where and how gift to be presented, wrapped, boxed, or otherwise; delivered to proper place; guest book available.
Personnel to meet visitors at specified times and places.

PRINTING

Invites / publicity / tickets
Menus
Place cards
Programme

MISC

Rain or poor weather plans made
Signs
Identification badges
Pads and pencils
Cash box
Books / promotional literature
People to be responsible for table
Parking facilities.
First aid
Press releases sent out
Photographer booked
Taping/film arrangements made
Press conference or interview set up before or after event, if appropriate

EVALUATION

Financial accounting completed
Report compiled
Thank you notes sent
Attendance recorded
Errors reviewed in writing
Recommendations made on how next event can be improved