Jean Campbell April 8, 2020 Checklist Template
So, the meeting planner checklist now includes the placing of advertisements in newspapers, on television and in other media declaring the coming of the event with fanfare; making a final check of the guest, delegate and attendee list; the preparation of meeting kits for the VIPs and the other attendees; checking the final seating arrangement in the conference hall, on the dais, etc; the final estimate of guests, which is to be handed over to the caterers so that they may prepare food according to the number of heads; checking whether all planes and trains are running on schedule and making arrangements for airport pickups in limousines for VIPs; checking hotel bookings once again; etc.
Personally, I use two types of checklists. I use an excel spreadsheet and a filemaker database. They serve two different purposes: 1. The excel or spreadsheet style checklist affords a lot of room for detail and serves well as a simple database. I can plug in dates, times, names and math/budget functions. Budget functions are really important in a checklist in my opinion. For me as an event planner, I live and die by the budget. We can train anyone to plan an event, but planning an event within theme and on or below budget is the sign of a pro. Using a spreadsheet allows us to combine budget details with all of the other event details.
One of the biggest users of checklists is the business world, from manufacturing to investing firms these lists are designed to make sure that all of the necessary tasks are performed. For example those companies that use heavy equipment of motorized vehicles will use a template to create a checklist that is used every day to make sure that the equipment is in proper running order before it is used for the first time every day. These lists have been credited with saving countless lives since their introduction.
Your meeting planner checklist does not end here. As the date of the meeting draws closer and closer, you have to check and reconfirm that everything`s as you have decided, that there is not any controversy about the venue, date and time, before you finally send out the invitation cards. You also have to finalize on the rough estimate of the number of people who will be attending the meeting, menu and the caterers, the light and sound effects, accommodation for the VIPs and celebrities, who will go to receive them at the airport, whether you will allow TV personnel to give a live coverage of the event, etc.
When planning for a meeting, there are several tasks to be executed and several eventualities to be prepared for. New challenges invariably arise in the meeting planning process at the eleventh hour and you have got to plan ahead for these so that you are not stumped or foxed by problems that may crop up. A meeting planner checklist or a convention planning checklist, therefore, has to be drawn up in advance so that your meeting`s a success and so that everyone praises you as an efficient meeting planner. As your requirements as an event planner will be manifold, you have to thrash out a comprehensive meeting planner checklist that will cover all major and minor details.
You can relax when you use a reliable online diary planner. A reliable online diary planner is a web-based application that helps you to upload meeting agenda, meeting minutes, and meeting summaries; names and details of meeting venues; meeting schedules; names and details of meeting contacts and invitees; and other meeting-related data into it easily. It helps you to retrieve information from it at the click of a mouse. There is no question of the online diary getting lost. You can access the application from any PC or machine in the world that is connected to the Internet.