Jean Campbell April 10, 2020 Checklist Template
Although you can find some templates online that will give you some help getting started, you are going to be better off if you prepare your own party planning checklist. Each party is unique, so a list that you find online will probably not have everything you are going to need to make sure your party is a big success.
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.
An ideal meeting planner checklist or event planning guide should comprise the goal and theme of the meeting; the agenda of the meeting; the venue of the meeting; an estimate of costs such as venue, refreshments, electricity, and decoration costs; the program of functions to be held and the cost of hiring a DJ and holding functions after taking auditions and getting quotations; initial cost quotations from different bidders on several items; list of sponsorships and the amounts for such sponsorships; the amount to be charged as admission fees; the tentative date of the meeting; the list of invitees and the list of VIPs to be invited; etc.
An implementation can be a tough animal to tame depending on how you structure it. Having the right tools and methodology behind you to define and run a project can go a long way towards a successful deployment or development effort. Since a project can span several months and involve a variety of resources and skill sets, your role as a PM is to define the rules and manner in which the team will work under so the entire implementation does not falter.
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.
If everything went as planned, remember you were just lucky. Because some terrible emergency could have cropped up that might have jeopardized the entire program. Your meeting planner checklist could have got torn or could have got lost taking with it the vendors and contractors receipts and other important documents and papers. Besides, if you were the only expert planning the meeting, a lot would depend on you. If you slipped up or failed, the whole event would collapse like a house of cards. Therefore, your nervousness right through the meeting planning process was only justified but is it right to stay so tense? Doubtless, you are a good meeting planner.
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