Room Rental Check List
Print: John D. Fuller, Sr. Recreational/Athletic Complex Room Rental Check List (.pdf)
When is comes to having a successful event, we at the John D. Fuller, Sr. Recreational/Athletic Complex know that planning is essential. This helpful check list can be adapted to any type of event.
At The Very Start
Define
- The purpose and objectives of your meeting – to you.
- What will the guests/delegates/attendees gain from participating?
- Who will be the members of the planning group/event committee?
- Who is/are the decision maker(s)?
- Who will be there to help on-site?
- What do you want to happen? (Work out a preliminary program/agenda).
- When you want it to take place? (Remember to check dates for other events). Can you be flexible on dates?
- Where do you want it to take place? (Consider parking, transportation, accessibility for disabled, etc.).
- What is your budget? (Can you get additional funds if needed. Could you get sponsors.).
- Whom do you want to attend? Estimate number of guests/delegates/attendees.
- How long would your event be.
- Do you need to attract guests/delegates/attendees by public relations? (Develop a relevant media contact list.).
- Do you need to ensure the event?
Determin
- Preferred dates and available option dates.
- Number of seating, format, and size of meeting rooms and other facilities needed each day, including times.
- Need for breaks, lunches, dinners, receptions, etc.
- Type of guests/delegates/attendees.
- Any special requests (e.g. dry erase board, hand held wireless microphone, etc.)
- Budget.
- Any other relevant information.
- A rough draft of the program
Inspect the considered event venue(s).
Consider the offers received.
- Which facilities will best accommodate your event?
Book the event venue(s).
Consider the need for printed material and prepare a timeline for producing it.
Invite speakers.
Prepare invitations. Allow the guests/delegates/attendees to note their individual
requirements (e.g. dietary) on the response form.
3 Months Prior to Your Event
Order signs and printed material.
Order gifts and amenities.
Start preparing a scenario (to do list with responsible persons assigned).
Prepare your event budget.
Consider the unexpected. Prepare contingency plans.
Invite guests/delegates/attendees.
Confirm guests’/delegates’/attendees’ participation.
1 Month Prior to Your Event
Choose and confirm catering menus.
Check development of speakers’ presentation(s) Remind speakers of presentation due dates, for copying/production of handouts.
Check and order speakers’ technical equipment requirements.
Check and order speakers’ transportation requirements.
Finalize printed material production.
Prepare press release for your event.
1 Week Prior to Your Event
Check and order speakers’ technical equipment.
Prepare a master copy of all your printed material to bring with you – in case you may need it.
Confirm all deliveries and pickups.
Prepare name badges, name tags, etc.
Send out your event press release. Call up contacts to get confirmation of coverage.
If you are using your own audio/visual equipment, check that it functions properly and that you have all necessary cords, plugs, etc.
Prepare a staff briefing kit if necessary (program, contact telephone list, etc.).
1 Day Before Your Event
Personally check that all material has arrived and is in good condition.
Get to bed early and getting a proper amount of rest.
1 Hour Before Your Event
Check event area(s).
Make sure that all greeters, helpers, etc., are on-site and ready to go.
During Your Event
Relax, smile, and have a great time during your event.
After Your Event
Send thank you notes to the speakers, sponsors, staff, etc.
Make notes for the next event. |
