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Use this list to make sure that you have not missed any important planning details before your activity begins.

Important: Make sure you conduct a risk assessment of the venue and have appropriate liability/indemnity insurance in place.

  • a clear objective and audience
  • a few key messages to support your overall theme and objectives
  • date and time set
  • budget allocated
  • approvals confirmed (if applicable) e.g. from your team members, manager or director
  • event run sheet ready with allocated tasks/activities for teams to organise
  • venue and audio-visual (AV) requirements booked terms and conditions of hire of venue read and acknowledged
  • deposits booked and paid
  • attendees list prepared and invitations sent
  • catering sourced and booked
  • help is organised for setting up and packing down the event
  • photographer organised
  • local media contacted e.g. local newspapers, community magazines
  • suitable handout materials printed for attendees e.g. fact sheets, posters
  • thank you letters or certificates for any sponsors or key volunteers designed
  • RSVPs received and confirmed final numbers to your suppliers e.g. caterers
  • briefing session held prior to the event to ensure all equipment is working properly, speakers have had a practice run-through and everyone is comfortable with their tasks for the day
  • up-to-date first aid kit available at venue/bring your own
  • 'event toolkit' packed that includes items such as blu tack, pins, sticky tape, double sided tape, gaffer tape, stapler, pens or pencils, eraser, marker pen, scissors, paper clips, rubber bands, spare name badges, safety pins and post it notes
  • site inspection for hazards e.g. electrical power point outlets, slippery floor surfaces, cables on the floor
  • room capacity checked and suitable for your activity requirements and will fit your estimated number of attendees
  • room set up confirmed (theatre style, classroom, cocktail, U-shape etc.) including seating chart if applicable
  • catering area, water/coffee/tea station, AV, computer, decorations and where attendees will sit/stand are allocated
  • If playing music or having entertainment, check sound restrictions with your venue as this may impact performers and your AV requirements.
  • check availability of equipment you will need e.g. PowerPoint, projector, microphone, TV or DVD player. Consider having a back-up microphone and a second copy of any presentation files on hand. Remember to sound check the microphone before the activity begins.
  • registration area for your attendees is set up e.g. with name badges, handouts. This area needs to be large enough to get people in and out without blocking access to the room.
  • time for set up and pack down. Some venues let you access the room the day before a big event.
  • parking requirements at the venue/ or parking spaces provided at your workplace
  • attendees who may need special access such as wheelchair ramps or a lift
  • sufficient toilet facilities. Make sure they are clean and presentable and that the number of toilets can cater for your number of attendees.
  • outdoor hazards identified such as wind, heat or even wildlife (e.g. snakes, ant bites). Ensure you have ways to manage or minimise the risk.
  • a debrief held after the event to discuss how successful it was and considerations for next time.