I'm not a super details person. I'm not good at craft or interior design. I know enough about graphic design to ask other people to do it for me. I don't like errands.
So I feel a bit uneasy about events. There are so many fiddly things. And so many aesthetic, deatils, so many things that once people arrive a certain type of person tells you all the things you 'could have' done.
It struck me the other day that I need a checklist. That will help me feel better prepared when working up an event, that I have covered all the bases.
Please help me out by adding suggestions of your own.
General checklist
- Laminate
- Design and print in advance
- Bring blue tack, gaffa tape,
- Bring pens and textas
- Scissors
- Lighter
- Cash
- 2-3 hard copies of everything relevant to the event
- Flier racks
- Clipboards
- Specific fliers
- General fliers
- Decorations on table?
- Recepticle (for donations/contact details etc)
- Check out the venue in advance at the same time of day
- Get access to it well in advance of opening time
- Try it out with a crowd of people, music and public speaking
- Lanyards
- T-shirts
- Sign up sheets / roster - several copies
- Who's in charge?
- Basic TODO list
- Roving inviters for events near public places
- Greeters outside room (and outside building if room hard to find)
- Ushers inside the room
- Places for workers to congregate/rest without looking sloppy
- Places for attenders to congregate without blocking access
- Attractive seats for workers
- Is the interior and exterior lighting good?
- Additional atmospheric lights
- Appropriate, attractive stage lights
- Atmospheric room lighting, but still easy to read the Bible
Walls and tables
- Should they be covered with sheets?
- Decorations on walls
- Does it need a vaccuum?
- Does it need stuff removed/covered with drop sheets?
- Are the toilets clean and equipped?
- Ashtrays and rubbish bins
- Signs, visible from each direction - from street, from people
- Toilets signed
- Other information signed - free/cost of food and drink, event timetable, creche
- Lecturn for speaker
- Music stands, seats and other things for musicians
- Attractive stage arrangement - not cluttered with music stands, bags, tables
- Drinking water for speaker
- Small side table
- Decorations for stage
- Signage for lecturn
- Standard background slie (for during meeting)
- Welcome slide
- Farewell slide
- Live or recorded music organised for entrance and exit
- CCLI and other APRA (public peforming license) for live and recorded music
- Music loud enough to be heard once a crowd is in the room
- Microphone
- Echo absorbed where possible by floor rugs etc
- Additional cables and plugs
