Party Planning Pro: Your Ultimate Event Organiser Checklist

 

Check, Check, Double Check: Your Guide to Organising a Stress-Free Event

 

Before the Event:

• Define the event concept and goals
• Research potential venues and select the best option
• Consider the accessibility and parking options for Customers
• Set a date and schedule for the event
• Create a budget and plan for financing the event
• Develop a marketing and promotion plan
• Identify target audience and design a marketing strategy accordingly
• Create a website and social media posts for the event
• Create a registration process for attendees. Go to www.Lybertine.com and create your event to provide tickets for customers.
• Secure any necessary permits and insurance
• Coordinate with vendors and suppliers
• Create a schedule and plan for setup and breakdown
• Confirm with all performers, speakers, and vendors
• Prepare registration materials and name badges
• Print any necessary signage and banners
• Coordinate with volunteers and staff
• Establish a communication plan for the team
• Arrange for security and emergency services
• Create a contingency plan for unforeseen events

 

During the Event:

• Welcome attendees and manage registration 
• Check Customers in using the Lybertine scanner 
• Coordinate with vendors and suppliers
• Monitor the event schedule and make any necessary adjustments
• Ensure that all equipment and technology is functioning properly
• Manage any unexpected issues or problems that may arise
• Provide assistance to attendees as needed
• Monitor the event for safety and security
• Take photographs and videos to document the event
• Ensure that all performers, speakers, and vendors are on schedule
• Coordinate with volunteers and staff
• Keep track of the attendance
• Update social media and website with the event's progress
• Collect feedback from attendees

 

After the Event:

• Collect and document feedback from attendees, through surveys, interviews, or focus groups
• Send thank-you emails or notes to attendees, vendors, and sponsors, and include a call-to-action for future events or feedback
• Access reports on the event using the Lybertine Event dashboard, including attendance, revenue,,and feedback, and use it as a tool for future planning and budgeting
• Share photos and videos on Lybertine stories from the event on social media, website, and email marketing campaigns 
• Follow-up on any outstanding issues or problems, such as refunds, complaints, or lost items
• Evaluate the event and plan for improvements, based on feedback and data collected
• File any necessary paperwork, such as permits and insurance, and ensure that all bills and debts are paid
• Prepare a budget report and review any surplus or deficit, and identify areas where cost can be cut or revenue increased
• Document lessons learned and best practices, such as what worked well, what didn't, and what can be improved for future events
• Evaluate the success of the event, in relation to the goals that were set and make adjustments to the planning of the next event.
• Host a debriefing session with all the event staff, volunteers, vendors and contractors, to discuss what went well, what didn't and what can be improved for the next event.
• Maybe drop your customers a nice message on the Lybertine app after the event to see if they enjoyed themselves and build a long lasting relationship.