Planning an Event in the EU? Use this Checklist to Ensure Success

Is your European Union-based company, non-governmental organisation, committee or group planning an event, party, conference, workshop, or networking event? If you have done so before, you know event planning can be a headache. And, if you haven’t, you’re probably already overwhelmed! Reaching all your relevant constituencies can be difficult and time consuming. Continue reading to discover a checklist that will help you ensure your organisation is prepared for your upcoming meeting or event.

Nail down the basic information. Be able to answer these questions:
1. What is the purpose of your event? (discussion, panel, informational, fundraiser, networking, social, etc.)
2. What is the name of your event? This should be eye-catching but relate to the purpose of your activity.
3. When will your event take place? (Date and time)
4. Where will your event take place? (What country and city?)
5. What is the draw – a performer, speaker, fundraising activity? If a person or group needs to be booked, are they available?

Determine what the physical needs for your event are. What about:
1. Physical space – Will your event take place at a banquet, conference room, university, government ministry, restaurant, etc?
2. Tables and chairs? If you’re having a meeting, presentation, or a dinner, how do you want the tables arranged? Consider this when evaluating venues.
3. Food and drink – will a meal be served? Snacks at breaks? Beverages? Sometimes this is bundled with your location, depending on location; otherwise, you may need to book a caterer. This is a good thing to keep in mind when booking a venue.
4. Equipment – will you need any audiovisual equipment for the event? Possible equipment includes televisions, public address systems, computer projector and screen, overhead projector, and so on. Will your venue supply such equipment, is it available elsewhere, or do you need to rent it?
5. Security – is your event large? Do you need a safety and security staff to ensure the well-being of your guests?
6. Lodging – is your event a multi-day affair, will guests be traveling long distances, or could guests be too tired or intoxicated to make it home? Consider reserving a block of rooms at a nearby hotel to make available to your guests. At a minimum, include information on nearby lodging in the materials you send to guests.
7. Transportation – How will your guests get to and from your event? Will they drive themselves, and, if so, is parking available? Is public transportation available? This is especially important to keep in mind if alcohol is to be served at your event.

Advertising
1. Do you need to advertise your event? This may depend on the goal of the event and the intended audience.
2. If so, create an advertising budget and goals. Is the event public or private?
3. Identify advertising methods – email and the web? Radio? TV? Newspapers? The correct medium for you will depend on the type of guests you’re trying to recruit. Consider using new social media tools and events websites, especially geo-targeted ones, to promote your event. Examples include LinkedIn, Facebook, BrusselsAgenda.eu, etc.
4. Design and distribute your ads, emails, letters or so on with adequate time to receive responses.

Last minute details
1. Confirm details with the venue, caterer, transportation service, etc.
2. Confirm any talent (band, speaker, performer, etc.)
3. Confirm equipment needs are met and all equipment is working properly
4. Review and confirm the guest list
5. Get a good night’s sleep!

J Mikula is a business professional, consultant, and writer.

BrusselsAgenda.eu is a current affairs website for Brussels, the EU, and beyond.