Event Planning Documentation: Creating the Checklists from A to Z

Dianne Budion Devitt

Start Where You Mean to Go

Directional

Envision

ENVISIONWhy What

ENGAGEWho When

EXPERIENCEWhere

Purpose Accomplishments Demographics Schedules/ Seasonality

Proximity/ Accessibility / Seasonality

• Checklists come in categories

– Strategic direction– Design format– Planning how to illustrate the message– Coordinating the logistics and execution– Evaluating and analyzing

Start Where You Mean to Go

Pre-Event

• Prioritizing• Marketing• Wrap

On-Site

• Prioritizing• Marketing• Wrap

Post Event Extend

Start planning next one!PrioritizeDe-briefReconcile

• The Beginning

A -• The End ….. ?

Z

• Artwork• Advertising• Advancing• A-List• Analyze• Animals• Attendees• ?

• Balloons• Budget• Brokers• Briefing• Buses • Beverage• Branding

C• Creative• Candles• Carpet• Calligrapher• Crew• Cancellation• Cabs• Coordination

D• Disability• Design• Décor• Domain• Draping• Doctors• Data• Dressing/Green Room

What is Purpose of Agreement?What is Agreement Used For?• Guideline• Planning• Coordination• Evaluation• Reference

• Specifications• Expectations• Ramifications• Clarifications• Justification

What’s in a Proposal?• Specifications• Objective• Description of Services• Cost of experience • Additional enhancements• What is included - #, $, %, *• Legal, Risk Management,

Insurance• Dates/Deadlines/Pricing

Terms

What’s NOT in a Proposal?

Your responsibilitiesStaffing detailsInternal Budget

Suzie Q - the story and checklist

• A checklist is NOT just a checklist

EAT DESSERT FIRST

START WHERE YOU MEAN TO GO

References: Convention Industry Council Manual – 8th EditionGala! The Special Event Planner for Professionals and Volunteers by

Patti Coons

Don’t Leave Home Withoutyou’re A-Z Tool Kit

THANK YOU!