Event Manager To Do List

We know its hard to keep with all the details of your event, so we put together this little list of those things that relate to your ticketing efforts.  We also have the Event Planning Checklist that you may download.

  • 45 - 60 Days Out - Order pre-printed tickets to sell at the venue and ticket outlets. Learn More
  • 30 Days out - Are you going to sell tickets at the door?  You might consider AttendStar Local.   Learn about AttendStar Local - With AttendStar Local you may use a credit card swipe device.  The device must specify "keyboard" or "keyboard emulation". Here is one such supplier.
  • 5 Days out - Double check that your tickets will go off sale when you expect them to.  If your doors open at 6pm, we suggest taking tickets off sale at 5:30 or earlier.
  • 1 Day out - If you need a way to take credit cards at the door, you can create a new ticket called "At the Door Sale" and then set the price to your at the door price.  Then simply sell tickets from your ticket sales page.  Of course you will have to key in the credit card numbers manually.

Event Planning Checklist

This event planning checklist is meant to fit many different events. Just ignore items that do not apply to your event. 
Important Promotion & Ticketing Items

6 to 12 Months Ahead of Event

  • Decide event purpose (raise funds, visibility, celebration, etc.)
  • Choose a theme (if applicable)
  • Visit potential sites
  • Research/appoint an event coordinator/manager
  • Research/select committees/chairpersons
  • Chairperson forms subcommittees
  • Get cost estimates (site rental, food, drinks, sound/lights, etc.)
  • Get recommendations for entertainment; hold auditions
  • Get bids for entertainment
  • Get bids for decorations
  • Get bids for design/printing
  • Get bids for other major items
  • Finance committee drafts initial budget
  • Decide on admission cost
  • Create sponsorship amounts/levels
  • Research/approach honorees
  • Compile mailing list (individuals/businesses)
  • Check proposed date for potential conflicts, finalize date in writing
  • Get written contracts for sit, entertainment, etc.
  • Develop alternative site (if event is outdoors)
  • Consider pre-party event for publicity or underwriting
  • Invite/confirm VIPs
  • Pick graphic artist; begin invitation design
  • Obtain contracts for decorations and rental items
  • Confirm TV/radio participation
  • Release press announcements about celebrities, VIPs, honorees
  • Confirm sponsorships and underwriting
  • Obtain logos from corporate sponsors for program printing
  • Review needs for signs at registration, directional, etc.
  • All major chairpersons to finalize plan
  • Hold walk-through of event with responsible committees, chairpersons and responsible site staff members at event site
  • Review/finalize budget, task sheets and tentative timeline
  • Start phone follow-up for table sponsor

1 Month Before Event

  • Phone follow-up of mailing list (ticket sales)
  • Place newspaper ads, follow up with news media, on-air announcements
  • Confirm staff for registration, hosting, other
  • Write to VIPs, celebrities, program participants, confirm participation
  • Complete list of contents for VIP welcome packets
  • Get enlarged site plan/room diagram, assign seats/tables
  • Give estimate of guests expected to cater/food service
  • Meet with all outside vendors, consultants to coordinate event
  • Review script/timeline
  • Continue phone follow-ups for ticket/table sales
  • Continue assigning seats; set head table, speaker’s platform
  • Confirm transportation schedules: airlines, trains, buses, cars, limos
  • Confirm hotel accommodations
  • Prepare transportation and accommodations (include arrival time, flight number, airline person assigned to meet
  • flight)
  • Confirm special security needed for VIPs, event
  • Prepare welcome packet for VIPs, chairmen, and key staff
  • Schedule deliveries of special equipment, rentals
  • Confirm setup and tear down times with event site
  • Finalize plans with party decorator
  • Give cater revised numbers
  • Meet with chairpersons, key staff to finalize any of the above

2 Weeks Before Event

  • If you need to sell tickets at the door, get a plan and tools/hardware in place to be able to do so.

1 Week Before Event

  • Meet with all committees for last-minute details
  • Finish phone follow-ups
  • Confirm number attending
  • Finish seating/table arrangements
  • Hold training session with volunteers; finalize assignments
  • Secure two or three volunteer to assist with emergencies
  • Finalize registration staff
  • Distribute seating chart, assignments to hosts/hostesses
  • Schedule pickup or delivery of any rented or loaned equipment
  • Double-check arrival time and delivery times with vendors
  • Reconfirm event site, hotel, transportation
  • Deliver final scripts/timelines to all program participants
  • Finalize catering guarantee, refreshments
  • Confirm number of volunteers
  • Make follow-up calls to news media for advance and event coverage
  • Distribute additional fliers
  • Final walk-through with all personnel
  • Schedule rehearsals
  • Schedule volunteer assignments for day of event
  • Establish amount of petty cash needed for tips and emergencies
  • Write checks for payments to be made for the day of the event

Day Before Event

  • Insure that your online tickets will end when you want them to.  For example if the doors open at 6pm then tickets should go off-sale online before 6pm.
  • Recheck all equipment and supplies to be brought to the event
  • Have petty cash and vendor checks prepared

Day of Event

  • If you need AttendStar after hours and on weekends please call (615) 223-1973 extension 7
  • Arrive early (with your change of clothes)
  • Unpack equipment, supplies and make sure nothing is missing
  • Be sure all VIPs are in place and have scripts
  • Reconfirm refreshments/meal schedule for volunteers
  • Go over all the final details with caterer and setup staff
  • Check with volunteers to make sure all tasks are covered
  • Setup registration area
  • Check sound/light equipment and staging before rehearsal
  • Hold final rehearsal

Please send any suggestions to gary@attendstar.com
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