In the previous blog, I talked about going on an initial site visit to help determine your event location. Once you pick a location, I recommend doing a second site visit once a few more details and a theme are in place. This second site visit or as I like to call it, the “mental walk through”, will allow you to create a vision in your head while also making sure logistically everything will work for your event.

For many people, having a checklist is very important to help you stay organized. Checklists ensure that all of your questions and concerns get answered and nothing is forgotten. Remember that every time you host an event, your checklist will be different depending on the type of event. Here are just some examples of questions you need to ask yourself…

1.     How will guests arrive? Car, Bus, Taxi etc.

2.     Where will guests park? Self park? Lots? Valet?

3.     How will attendees find the space? Will you need directional signs or people?

4.     Where are the restrooms? How will people find them?

5.     Will there be any other events happening at the same time as yours?

6.     Where will your signage be set up as they arrive? Where in the space?

7.     Where is registration located? Will it be easy to find? Get bogged down?

8.     Where will people hang their coats when they arrive?

9.     How will the tables/chairs be set up? What is the flexibility to adjust day of?

10. Where will your decorations be set up? Centerpieces?

11. What is the lighting like? Will you need additional lighting?  

12. Where will your stage go? Screens? Projectors? Other Audiovisual?

13. How will the food be displayed? How will it be distributed? Where will the beverages be?

14. How will people exit?  

After you visit your site, it is important to make sure everyone involved is on the same page. Many locations will have an event manger to help you throughout the entire process; you may also establish a working relationship with the catering manager and audiovisual manager as well. Make sure you #createyourownblueprint for every event you do.