Facilities Manager Event Checklist

Facilities Manager Event Planning Template

In this article, we look at the initial steps to planning out your upcoming Facilities Manager live or virtual event. We’ve put together event ideas, some event design help, strategies for promoting your event and handy run sheets for your event. Need a checklist? Request a checklist template and our team will get a starter checklist created for you.

Facilities Manager In-Person Event Ideas

1. Organizing and coordinating meetings, conferences, and seminars.
2. Planning and executing company-wide training sessions.
3. Managing and overseeing corporate events, such as annual parties or celebrations.
4. Coordinating facility tours for clients or potential investors.
5. Arranging and supervising trade shows and exhibitions.
6. Planning and executing team-building activities and retreats.
7. Coordinating and managing on-site interviews and recruitment events.
8. Organizing and overseeing product launches and promotional events.
9. Planning and executing company-wide town hall meetings.
10. Coordinating and managing off-site company retreats or conferences.
11. Organizing and overseeing employee recognition events and award ceremonies.
12. Planning and executing facility open houses for the public.
13. Coordinating and managing charity events or fundraisers.
14. Organizing and overseeing customer appreciation events.
15. Planning and executing facility maintenance and renovation projects.
16. Coordinating and managing facility inspections and audits.
17.

Facilities Manager Remote Event Ideas

1. Virtual conferences and webinars for staff training and development.
2. Online meetings and video conferences with clients, vendors, and stakeholders.
3. Virtual team-building activities and social events to boost employee morale.
4. Online workshops and seminars for professional development.
5. Virtual trade shows and exhibitions to showcase products and services.
6. Web-based recruitment events and job fairs to attract potential candidates.
7. Online town hall meetings and Q&A sessions for effective communication.
8. Virtual product launches and demonstrations for new offerings.
9. Webinars and online courses for customer education and support.
10. Virtual networking events to connect professionals in the industry.
11. Online fundraising events and charity drives to support causes.
12. Web-based employee recognition and award ceremonies.
13. Virtual tours and open houses for showcasing facilities.
14. Online surveys and feedback sessions to gather insights and improve services.
15. Web-based health and wellness programs for employees.
16. Virtual trade missions and business matchmaking events.
17.

Event Design

1. Determine the event requirements and objectives.
2. Identify the suitable venue for the event, considering factors like capacity, location, and amenities.
3. Coordinate with vendors and suppliers to ensure availability of necessary equipment and resources.
4. Develop a detailed floor plan and layout for the event, including seating arrangements, stages, and exhibition areas.
5. Create a comprehensive budget for the event, considering all expenses related to facilities and design assets.
6. Collaborate with designers and decorators to create a visually appealing and functional event space.
7. Procure and manage all necessary design assets, such as signage, banners, and promotional materials.
8. Coordinate with audiovisual technicians to ensure proper setup and functioning of sound systems, lighting, and visual displays.
9. Oversee the installation and arrangement of all design assets, ensuring they are placed appropriately and meet safety regulations.
10. Conduct regular inspections and maintenance of facilities and design assets throughout the event.
11. Coordinate with event staff and volunteers to ensure smooth…(request a template for further details)

Event Promotion

As a Facilities Manager, the promotion strategy for running an online or in-person event would involve several key steps. Firstly, it would be important to create a comprehensive marketing plan that includes both online and offline channels. This could include utilizing social media platforms, email marketing, and targeted advertising to reach a wide audience. Additionally, collaborating with local businesses and organizations to cross-promote the event can help increase visibility.

Secondly, it would be crucial to create engaging and informative content to promote the event. This could involve creating visually appealing graphics, videos, or blog posts that highlight the key features and benefits of attending the event. Sharing this content across various platforms and engaging with potential attendees through comments and direct messages can help generate interest and encourage participation.

Overall, a successful promotion strategy for running an online or in-person event as a Facilities Manager would involve a combination of targeted marketing efforts, collaboration with local partners, and the creation of compelling content to engage and attract attendees.

Facilities Manager In-Person Event Run Sheet

1. Arrive at the event venue early to ensure all facilities are ready for the event.
2. Conduct a thorough inspection of the venue, checking for any maintenance issues or safety hazards.
3. Coordinate with the event organizers to understand their specific requirements and ensure all necessary equipment and resources are available.
4. Set up and arrange furniture, audiovisual equipment, and any other necessary items according to the event layout plan.
5. Ensure all restrooms are clean and stocked with necessary supplies throughout the event.
6. Monitor and maintain the temperature and lighting levels in the venue to ensure a comfortable environment for attendees.
7. Coordinate with the catering team to ensure food and beverage stations are set up correctly and meet health and safety standards.
8. Regularly check and empty trash bins to maintain cleanliness and prevent any overflow during the event.
9. Be available throughout the event to address any facility-related issues or emergencies that may arise.
10. After the event, conduct a final inspection of the venue to ensure…(request a template for further details)

Facilities Manager Remote Event Run Sheet

1. Set up virtual event platform and test all features to ensure smooth operation.
2. Coordinate with IT team to ensure stable internet connection and troubleshoot any technical issues.
3. Prepare and distribute event schedule to all participants and speakers.
4. Arrange for necessary equipment, such as cameras and microphones, to be set up and tested prior to event.
5. Coordinate with speakers to ensure they have necessary login information and technical support.
6. Monitor event platform during event to address any participant or speaker issues.
7. Coordinate with event organizers to ensure smooth transitions between sessions and breaks.
8. Manage any last-minute changes or updates to the event schedule.
9. Oversee event recording and ensure it is properly saved and accessible for future use.
10. Conduct post-event evaluation to identify areas for improvement and provide feedback to event organizers…(request a template for further details)

What Next?

You’ve got your ideas on planning your in-person or online Facilities Manager event, what next? We’ve put together a Resource Area with tools to help you run your event and you can also Request A Checklist to help speed up your event planning process. We’re here to help.