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Plan Your Event and make it a success

Here some tips to create an Event Planning Checklist.

PRE-EVENT

Local Government Requirements

  • Inform local government of event and gain approval (if required)
  • Check with your local Visitor Information Centre to see if there are
    any other events scheduled for the same date and location

Budget

  • Prepare an event budget and monitor your spending

Location

  • Select a location or venue for your event
  • Transportation – will people travel long distances to your event?
    Is there parking and easy access from mass transit?
  • When is your location available?

Event Agenda

  • What is the goal of your event?
  • Develop event timeline
  • Book entertainment and MC if needed
  • Collect written confirmation from entertainment or MC
  • Submit deposit for their services if needed

Sponsorship

  • Create sponsorship proposal
  • Identify potential sponsors
  • Deliver sponsorship packages and follow up within 1 week
  • Use sponsor testimonials and always acknowledge sponsors

Marketing & Promotion

  • Develop Marketing / Communication Plan
  • Design promotional material, basic text, logo
  • Build a website and optimise it for search engines
  • Distribution of flyers/posters/email/brochures to community
  • Submit event information to local events calendars and websites
  • Submit a press release

Participant Registration and Invitations

  • Build an online event registration form
  • Host your online registration form on your website
  • Determine what is included in the cost of registration (event t-shirt, pre-event dinner, etc)
  • Deliver an email announcement to your past participants with link to your online registration form

Permits & Licences

  • Apply for any food permits required
  • If using music, apply for a noise permit
  • Request for approval to erect promotional signage
  • Road closures – send applications early

Contractors

  • Order equipment e.g. stage, lighting, PA system etc
  • Book portable toilets, fireworks, marquee, generators
  • Book and confirm all contractors in writing
  • Check insurance – public liability, staff, volunteers etc

Risk Management

  • Book first aid officers
  • Conduct risk assessment involving all key stakeholders
  • Create risk management plan
  • Obtain relevant insurance and send copy to Council if required
  • Contingency Plans – wet weather, low attendance

Security Plan

  • Book Security & two way radios
  • Crowd control
  • Cash security

Essential Services

  • Notify Police, Ambulance Service and Fire Brigade

Waste Management

  • Develop Waste Management Plan
  • Promote reducing waste in marketing material

Traffic Management

  • Design traffic plan including:
  • Signage, disabled parking, VIP parking, pedestrian access, marshals, car parking area, entry and exit points, lighting, road closures, promote alternative transport

Food Vendors

  • Book Food Vendors and confirm in writing
  • Request details of electrical requirements
  • Request copy of Health Department Registration Certificate
  • Application for temporary food premises permit

Site Preparation and Plan

  • Design plan of venue / event site

Cleaning and Maintenance Plan

  • Book toilet cleaners and extra paper if appropriate
  • Clean up venue/mow lawn/clear area of debris

Other

  • Organise volunteers and staff
  • Prepare scripts or run sheets for ceremonies
  • Organise awards/trophies/certificates & decorations

ON THE DAY

  • Gather staff for full briefing
  • Organise volunteer registration area & entertainers area
  • Circulate contact list with mobile numbers to all staff / volunteers
  • Review chain of command in case of emergency

AFTER THE EVENT

  • Removal of all equipment and rubbish
  • Thank you letters to staff, volunteers, performers
  • Thank you presentation to sponsors
  • Evaluation / debrief with key stakeholders
  • Close off budget
  • Hold a de-brief session to look at ways of improving the event

See what our clients say

AIB

AIB Networking Day

“We at AIB had the pleasure of holding our Management Meeting here recently. What a magical location on the shores of Lough Eske at the foot of the Blue Stack Mountains. It’s a wonderful mix of Swiss hotel-keeping blended with genuine Irish hospitality. Continue Reading

24th October 2017

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Evolve your event into a personal experience

Tell us about your event and we plan it together.

3

Event Rooms

230

Parking Lots

350

Capacity of Largest Event Space

11,248 ft²

Total Event Space or 1045m²

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    Harvey’s Point is Hotel of the Year in prestigious Georgina Campbell awards

  • Donegal Democrat

    Harvey’s Point named “Hotel of the Year” by Georgina Campbell