Click here for more from “Successful Events: A 12-Step Guide to Organizing Programs that Educate, Motivate and Captivate.”

---

90 Days to 1 Year in Advance

• Establish program goals.
• Choose the event theme and format.
• Select the event date. Make sure there are no conflicts with other events/holidays.
• Create program budget.
• Hire commentators and designers.
• Obtain sponsors and exhibitors.
• Make arrangements for lodging or room block.

 

60 days to 90 Days in Advance

• Finalize and confirm design panel in writing.
• Secure biographies and photos of presenters for publicity.
• Make inquiries about rentals and catering options.
• Determine preliminary schedule of program (time line).
• Communicate show goals and the schedule to presenters.
• Communicate shipping information to exhibitors.
• Set up a system for taking registrations or RSVPs.

 

30 days to 60 Days in Advance

• Prepare promotional materials, such as fliers, brochures, invitations, posters, etc.
• Mail attendee invitations 30 days in advance.
• Confirm lodging and travel reservations.
• Assign employees to specific program tasks.
• Finalize the schedule.

 

14 to 21 Days in Advance

• Order rentals, including tables for exhibitors, for pickup before program.
• Finalize catering menus.
• Secure show supplies (name badges, pencils, raffle tickets, etc.).
• Order signage with names of presenters, sponsors and exhibitors.
• Create list and gather door prizes.
• Begin general show area organization/clean up/repairs.
• Check site safety, signage and exits.
• Send reminder postcards or e-mails.
• Set up product vignettes/displays.
• Check electrical needs and lighting.

 

7 Days in Advance

• Conduct a staff meeting — remind everyone of their duties.
• Finalize rentals – add last minute requests for additional chairs or tables.
• Set up pre-show work areas.
• Clear stage area.
• Refresh the sales floor. Put it in order.
• Print or copy program evaluation sheets.
• Pick up signage for show.
• Set up additional check out areas for product sales.
• Prepare designer and or commentator introductions.

 

2 Days in Advance

• Give final meal count to caterer.
• Check on employee assignments/scheduling.
• Set up show area. Clear away items that need moving.
• Add lighting to stage area.
• Clean up and remove trash on exterior of property.
• Pick up designer(s) at airport.
• Set up exhibitor area and label booth spaces.

 

1 Day in Advance

• Pick up rentals/confirm delivery.
• Set up stage and seating areas.
• Set up backstage area.
• Set up registration area.
• Set up design display area (for the designs after they come off stage.)
• Set up coat rack area if needed.
• Set up microphone and/or AV equipment.
• Deliver gift baskets or flowers to hotel to presenters’ rooms.
• Conduct a brief meeting with your staff and the designers. Go over the schedule and any last minute changes.
• Set up door prizes.
• Write gratuity checks for presenters. Place each in an envelope.
• Provide dinner for presenters, sponsors, exhibitors and key staff. Keep it informal and early. Allow designers who need to complete programs the ability to “opt out” of attending.
• Get a good night’s sleep.

 

Show Day

• Start and finish program on time.
• Introduce the program.
• Introduce your staff.
• Introduce presenters and exhibitors.
• Introduce and thank sponsors.
• Coordinate food placement/serving.
• Handle problems that arise during the event in a calm, professional manner.
• Empty trash cans as needed.
• Police bathrooms for trash/problems.
• Check on parking situation outside.
• Double check that all staff members are in place, doing their assigned jobs.
• Listen to requests of show attendees. Handle what is possible.
• End show by distributing surveys.
• Conduct drawings throughout the program with door prizes donated by sponsors and exhibitors. Conduct a drawing from program evaluations at the end of your event.
• Thank EVERYONE (attendees, presenters, staff).
• Present designers/commentators with gratuity checks.
• Provide transportation to return designers to airport/hotel.
• Clean up!

 

Follow-up Tasks

• Follow-up with customers who placed orders. (Deliver everything purchased during the program.)
• Return rentals/coordinate pickup.
• Compile survey information.
• Write thank-you letters to designers and commentator as well as show sponsors.
• Meet with your staff – identify successes and areas for improvement. Document them.
• Finalize budget with real numbers – assess the results.
• Begin planning the next program.