LVSC Event Planning Checklist

Event name		
Date		

Budget setting	
Is the event funded?		
How much income should it generate?		
How much will delegates be charged?		
Will there be a sliding scale of charges?		
How much will it cost to run a stall?		
Total budget for the event		
Estimate for room booking		
Estimate for catering		
Estimate for audio visual equipment		
Estimate for taxis and couriers		
Estimate for stationery and printing		

Venue	
Number of people expected		
Event times		
Layout of main room	Theatre, cabaret or boardroom?	
How big will the top table be?		
Breakout rooms - number, size & layout		

Catering	
What refreshments will be served?		
How many breaks will there be?		
What lunch will be served?		
What time will lunch and breaks be?		
How many people are we catering for?		

Audio/visual	
	Number needed?	Booked?	
Laptop			
Projector			
Screen			
Flipcharts			
Microphone			
Roving mic			

Venue contacts	
Name		
Phone		
Email		
Fax		

Accessibility - check with venue	
Are parking spaces available for blue badge holders?		
Are there any steps into the venue?		
Is it wheelchair accessible from the front?		
Are there any steps between reception and the main room?		
Are there any steps between the main room and breakout rooms?		
Is there an induction loop?		
Are the IT systems accessible?		
Is there any available quiet space?		
Is there an accessible toilet?		
Is there a lift? Ideally there should be two		
Do the caterers provide kosher, halal and vegan options?		

Flyer - things to include	
Name of event	
Date, times, price, venue and address	
Clear description of the event	
Website/email links for more information	
How to book	
Cancellation policy	
Funders' logos	
Partners' logos	

Booking Page - things to include	
Name of event	
Date, times, price, venue and address	
Delegate information: name, job title, organisation, address, email, phone	
Monitoring information: age, disability, ethnicity, gender, geographical area	
Workshop sign-up options	
Dietary requirements	
Access requirements - need to know about interpreters 2 weeks in advance	
Blue badge parking - need to know make, model and number plate of car	
Where did you hear about the event?	
Cancellation policy	
Partners' logos	
Funders' logos 	
Contact details	

Main tasks	When	Who	
Schedule planning meetings - 2 weeks / 1 week / 1 day in advance			
Distribute flyer and booking form:
•	email networks
•	send to ebulletin writers
•	get on LVSC website
•	ask Chloe to include it on the front page			
Order stationery			
Decide whether to have stalls/exhibitions at the event			
Advise venue of requirements for rooms, catering and AV equipment			
Ensure that event administrator is in office the day before the event			
Refer to sustainability checklist http://www.lsx.org.uk/whatwedo/running_sustainable_event_page3007.aspx 			
Set up the event on Civi			
Complete purchase order for rooms, catering and AV equipment			
Confirm speakers and send speaker guidelines/information pack			
Confirm facilitators and send workshop guidelines/information pack			
Ensure all speakers, facilitators, notetakers are booked on the event			
Ask LVSC staff to help out on the day - reception, taking notes etc			
Order stationery - badge holders/inserts, markers, pens etc			
Send out workshop briefs to participants with sign-up options			
Plan how to get everything to the venue - book taxi if necessary			
Confirm workshop leaders, notetakers, times and room numbers			
Send confirmation email to all participants:
•	agenda
•	map
•	workshop sign-up options
•	any relevant policy documents			
Confirm catering times, numbers and dietary requirements			
Produce name cards for everyone sitting on the top table			
Produce direction signs to main room and breakout rooms			
Start preparing materials for delegate packs - check with partner organisations if they want to include anything e.g. monitoring/evaluation forms			
Confirm requirements for rooms, AV and parking with the venue			
Print workshop sign-up sheets for people to sign up on the day			
Load speakers' presentations on to laptop and/or memory stick			
Make badges for all delegates			
Put together delegate packs			
Send confirmation email to late bookings:
•	agenda
•	map
•	workshop sign-up options
•	any relevant policy documents			
Plan food recycling or ask LVSC staff to take tupperware on the day			
Print out 'on the day' planning sheet and take to the event			

Delegate packs - things to include	
LVSC folders	
Contents page - mention if any speaker handouts are missing	
Agenda - include partners'/funders' logos	
Participant list - include partners'/funders' logos	
Relevant policy briefings or documents	
Speaker/workshop handouts	
Evaluation form - include partners'/funders' logos	
Monitoring forms	
LVSC leaflets	
External leaflets	

On the day - things to take	
Boxes to collect feedback/monitoring forms	
Housekeeping checklist	
Delegate packs	
Badges	
Pens	
Signs	
Registration list with space for unregistered people's names/emails	
Paper/pads for people to take notes if appropriate (e.g. a round table event)	
Laptop(s)	
Projector	

On the day - things to do	
Brief helpers	
Set up chairs to allow wheelchair users good access to all rooms	
Set up chairs near the door so that latecomers don't cause too much disruption	
Make sure that people who are using interpreters can see/hear them	
Run through the housekeeping checklist	

After the event	Week	Who	
Save the flyer and booking form in the events archive			
Send thank you emails to speakers and workshop leaders			
Collate evaluation feedback and equalities monitoring results			
Send out invoices			
Add any comments from evaluation to approved venues list			
Add any examples of good/bad practice to the Good Event Guidelines			
Evaluate feedback from the event - produce graphs and averages			
Write up conference notes/report - include partners'/funders' logos			
Send report to participants - include partners'/funders' logos			
Event report on the front page of the website			
Send out speaker handouts and event report by email			
Chase up invoices