Event Planning Checklist for your Conference or Seminar in UK

Conference or Seminar Planning Checklist

A Checklist is a most have for your UK event. Below is a most do to have a sucessful Conference or Seminar.

This list is a template to guide and should be customised as your own checklist:

4 or more months in advance

□ Identify audiences and develop the guest list
□ Develop the event timeline
□ Assemble the event team
□ Send “save the date” letters
□ Select event location and make reservations
□ Contact key participants to get date on their calendars and confirm attendance
□ Draft program of events/agenda
□ Contact Parking Services for special parking arrangements
□ Determine if entertainment is required and book

3-2 months in advance before the event

□ Finalize event concept
□ Determine who will take RSVPs
□ Contact catering
□ Contact Media Production re audio-visual requirements
□ Develop, design and print invitation
□ Contact Imaging Services for photography
□ Contact Physical Plant to ensure grounds, rooms and reception areas are cleaned
□ Contact florist if required
□ Determine special requirements for speakers or VIPs

Chargezone is a public smart mobile phone charging machine/ kiosk based in UK 

Contact the Team: contact@chargezone.co.uk for more info

2 months in advance
□ Update guest list
□ Mail invitations
□ Begin scripting speakers and choreographing the event
□ Provide key participants with program notes
□ Develop and design program/menu cards
□ Recruit individuals to staff event (greeting, table hosts, etc.)
□ Contact Public Affairs to draft news release or media advisory
□ Contact the Bulletin for event listing or story
□ Determine/confirm protocol requirements
Three-two weeks in advance
□ Confirm entertainment
□ Book the program printing with the printer
□ Meet with catering, media production and event team on site
□ Update program notes if necessary with key participants

 

Chargezone is UK's number ones public smart mobile phone charging station  with band focused advertising. Our goals are:
• To always keep the UK public connected on-the-Go and  never running out of battery.
•To further  improve your organisation's smartphone marketing strategy

 

Contact the Team: advertising@chargezone.co.uk for Advertising or Press

Two-one week in advance
□ RSVP date
□ Begin table seating assignments
□ Make directional signage
□ Begin to prepare nametags and place cards
□ Prepare box of supplies for event (tape, pens, highlighters, pins, sewing kit, etc)
□ Print program
4-3 business days in advance
□ Guarantee numbers with catering
□ Determine VIP seating
□ Make any last-minute changes to the program
□ Bring together participants for a rehearsal on site, including volunteers
□ Call “no-responses”
□ Send media release (through Public Affairs)
2-1 day in advance
□ Finalize table seating arrangements
□ Confirm arrangements with catering, media production, entertainment, parking, VIP representatives, florist, security services, signage, indoor and outdoor

Wall /table mobile phone recharging station


Morning of event
□ Delivery from florist
□ Walk through event with photographer
□ Rearrange seating to accommodate last-minute RSVPs
□ Check audio-visual equipment
□ Up-to-the-minute program notes for emcee

A week following the event:
□ Write thank you notes to all participants, volunteers and service providers
□ Return any items borrowed for the event
□ Prepare a binder of information for the next event, including samples of invitations, speaking notes, programs, menus, etc.