At Do Good Events, we have some key systems to keep our team on-point and ready for anything. Since our clients’ events are our number one priority, these types of check-lists ensure nothing is forgotten and the everything runs smoothly. So what are the types of things you should check off your list at least one month before your event? Here are some of our top recommendations.
Review your Run-of- Show
Are there any areas of stress or unknowns you want to address with the client? Do you have enough on-site support from staff or volunteers? Does the flow of the program and guest experience make sense? 30 days out, there is still time, so it’s the perfect time to make adjustments if needed.
When it comes to logistics, there is a lot to keep in mind. Some questions you may want to ask yourself include: Is there construction nearby that would affect how guests arrive at the venue? What’s the weather forecast (if the venue is outdoors)? Is parking spaces and/or valet all set up for your guest count? Do you need to make any changes to your floorplan? Do you have all of the supplies you need? If not, it’s a great time to order them now. Are there any permits you need for raffles or games? Is your catering order finalized? Are the key dates/deadlines noted? Plan a final site visit if needed.
Do you have enough on-site support from your own team or volunteers? Be sure all staff know the plan for parking, meals, dress code, client information, etc. Also, 30 days out is a great time to evaluate if you need any pre-event support with things like stuffing name badges or organizing auction items. There’s typically a 20% no show rate with volunteers, so plan accordingly and be sure you communicate with all staff/volunteers pre-event.
Do you have a plan to print nametags? Signage? Make sure you have all of your supplies ordered that you may need and you’ve talked to your printer about timing to ensure your signage is delivered and installed at the appropriate time.
Check all vendor payments dates and communicate arrival/departure schedules. Also, check that your vendor budget is up-to-date. Vendors often include: décor, floral, photographer, additional entertainment, AV, catering, etc. Check-in with each vendor about their role and what they may need from you as the planner/producer to ensure the event is a success.
If a program is part of your event and you have a Powerpoint you are using, 30 days out is a great time to review the presentation, script, check in with key speakers, AV/tech companies, etc. Be sure all program materials are on a flash drive and printed at the podium for back-up.
If your event has fundraising games or raffles, review that you have all the supplies you need. Also, put together a one-pager with game instructions. Then communicate with volunteers and guests on all details for games such as cash only, mobile bidding, auction pick-up times (end of event or another day), etc.
This is an important part as it’s the first thing guests typically experience. Be sure you have registration prepared and discuss the process and plan. This may include how many volunteers or staff are working at registration, organizing name tags, table assignments, meal selections and more. Some events have special items to give out for VIP’s, sponsors, speakers or vendors. All of these details should get decided now, so registration runs smoothly on event day.
Part of our client relationship process is a post-event debrief meeting and client survey. Start a lessons and learnings document during or right after the event when thoughts and feedback are top-of-mind.
After you it is over you’ll be in charge of final invoicing, collecting payments, compiling expenses, completing payables. One month out is a great time to get all of those things organized so you are ready to send these out post-event.
30 days to an event is a big milestone! At 30 days out, there is nothing that you can catch that can’t be figured out. So make sure to create some space to evaluate your event and ensure that you are setting up yourself, your team, and your vendor partners for success!