PR toolkit : Planning events

Pre-event planning

• Concept. It is important to have a clear idea of how your event will look right from the beginning.
• Timing. When setting a date and a time for the event you should consider the format and what time of day this suits.
• Checklist. Develop a checklist, which lists everything you need to do, when it needs to be done and who is doing it. Check every detail at least three times.
• Venue. The first step in putting your event together is choosing a venue.
• Running sheet. Develop a running sheet. It should include the accurate timing of the event, suppliers chosen, AV equipment, entertainment etc.

Day before

• Double check. Do a final tick off of your checklist.
• People. Brief anyone who will be working with you at the event.
• Spokespersons. Talk to your client and any speakers and make sure they have a copy of the running sheet.
• Presentation equipment. Check that it works and you have all required parts and accessories.
• Orders. Re-confirm suppliers, venue and contact details.
• IDs. Prepare guests�19; name tags.

The event

• Arrival. Get on site at least one to two hours prior to the event.
• Venue. Check room set up and give suppliers a copy of the running sheet.
• Staging. Do a sound check and run through any presentations that use electrical equipment.
• Rehearsal. Take speakers through their presentations.
• Welcomes. Greet guests, smile and be prepared for anything.