Prior Event Checklist

Prior Event Planning Template

In this article, we look at the initial steps to planning out your upcoming Prior 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.

Prior In-Person Event Ideas

to the event, the planner would need to organize meetings, conferences, seminars, workshops, trade shows, exhibitions, product launches, team-building activities, networking events, award ceremonies, fundraisers, galas, charity events, corporate retreats, training sessions, panel discussions, roundtable discussions, press conferences, media events, fashion shows, art exhibitions, music concerts, theater performances, film screenings, sports tournaments, wellness retreats, educational programs, job fairs, recruitment events, book signings, book fairs, food festivals, wine tastings, cooking classes, cultural festivals, holiday parties, weddings, birthday parties, anniversary celebrations, baby showers, bridal showers, engagement parties, graduation ceremonies, religious ceremonies, memorial services, and community events.

Prior Remote Event Ideas

to the event, the planner would need to organize virtual conferences, webinars, online workshops, live streaming sessions, virtual trade shows, online networking events, virtual product launches, digital fundraising campaigns, virtual team building activities, online panel discussions, virtual job fairs, virtual hackathons, online training sessions, virtual award ceremonies, digital marketing campaigns, virtual exhibitions, online auctions, virtual book launches, web-based seminars, virtual concerts, online masterclasses, virtual fashion shows, digital art exhibitions, virtual cooking classes, online gaming tournaments, virtual fitness challenges, virtual reality experiences, online support groups, virtual language classes, digital music festivals, virtual film screenings, online comedy shows, virtual wine tastings, virtual yoga retreats, online photography workshops, virtual dance competitions, digital theater performances, virtual science fairs, online poetry slams, virtual cooking competitions, virtual pet shows, online meditation sessions, virtual home tours, digital career fairs, virtual charity runs, online magic shows, virtual gardening workshops,.

Event Design

to running an online or in-person event, the industry-specific Designing Assets Stage steps include: conducting market research, defining event objectives, creating a budget, developing a theme or concept, designing event branding and logos, creating promotional materials, designing event websites or landing pages, creating social media graphics, designing event invitations, developing event signage and banners, creating event programs or agendas, designing name badges or attendee badges, creating event presentations or slideshows, designing event merchandise or giveaways, and finalizing all design assets for production…(request a template for further details)

Event Promotion

to running an online or in-person event, a promotion strategy would be crucial for its success. Firstly, the individual in this role would need to identify the target audience for the event and tailor the promotional efforts accordingly. This could involve conducting market research to understand the preferences and interests of the target audience, allowing for more effective promotion.

Secondly, the person in this job would need to utilize various marketing channels to promote the event. For an online event, this could include creating engaging social media posts, sending out targeted email campaigns, and collaborating with influencers or industry experts to spread the word. In the case of an in-person event, traditional marketing methods such as distributing flyers, advertising in local newspapers, and partnering with relevant organizations or businesses could be employed. The goal would be to create a comprehensive promotional plan that reaches the target audience through multiple channels, maximizing the event’s visibility and attendance.

Prior In-Person Event Run Sheet

to the event:
1. Confirm all event details, including date, time, venue, and agenda.
2. Coordinate with vendors and suppliers to ensure all necessary equipment, materials, and services are secured.
3. Prepare event materials, such as name tags, signage, and handouts.
4. Conduct a final walkthrough of the venue to ensure everything is set up correctly.

On the event day:
1. Arrive early to oversee the setup and ensure all vendors are on track.
2. Welcome and register attendees, providing them with name tags and event materials.
3. Coordinate with speakers and presenters to ensure they are ready and have all necessary equipment.
4. Manage the event schedule, ensuring sessions start and end on time.
5. Monitor audiovisual equipment and troubleshoot any technical issues that arise.
6. Provide assistance and support to attendees throughout the event.
7. Coordinate breaks and meals, ensuring food and beverages are served promptly.
8. Collect feedback from attendees and address any concerns or…(request a template for further details)

Prior Remote Event Run Sheet

to the event:
1. Confirm all technical requirements and ensure all necessary equipment and software are in place.
2. Conduct a final run-through of the online platform to ensure smooth navigation and functionality.
3. Test all audio and video equipment to ensure clear communication and presentation quality.
4. Prepare and upload all necessary documents, presentations, and media files to the online platform.
5. Send out reminder emails to all participants with clear instructions on how to access the event.
6. Coordinate with speakers and presenters to ensure they are familiar with the online platform and their roles.
7. Conduct a final check of all participant registrations and ensure everyone has received the necessary login details.
On the day of the event:
1. Arrive early to set up and test all equipment and connections.
2. Conduct a final audio and video check to ensure everything is working properly.
3. Welcome participants and provide clear instructions on how to navigate the online platform.
4. Introduce speakers and presenters, ensuring smooth transitions…(request a template for further details)

What Next?

You’ve got your ideas on planning your in-person or online Prior 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.