Public Meeting Event Checklist
Anyone putting together a public meeting can benefit from having a quick checklist to ensure all elements are taken care of at the right time. If possible, try to start planning at least a year in advance to ensure everything goes correctly. Consolidate but do not remove items on the checklist for events occurring within a few months.
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One Year Before The Meeting
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Decide the event's theme based on the goal of the meeting such as celebration or fundraiser. This will influence the event's venue as well as other elements like security. Look for locations to host to event. Take into consideration the expected turnout to choose the appropriate size. Think about possible transportation issues related to the venue, for instance the amount of parking spaces in the vicinity of the venue. Also look at the costs for staging this entire event as well as the possibility of including some sponsors. Check into the necessary permits and insurance for the local government where the meeting will be presented. Even if insurance is not required by law, it may be worthwhile to invest in because this is a public event.
Six Months To One Month Before The Meeting
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From three to six months before the event, make sure that all advertising is in place and any invitations are sent out. Finalize all details concerning catering if there will be food and contracts for possible entertainment. At two months till the meeting, all necessary rental items should be contracted. Send out any press releases about the upcoming event. Look into any new expenses that may have come up since the initial budget.
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One Week Before The Meeting
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If there are volunteers, see if training will be needed. Any training can usually be taken care of in less than a day. Make a final check for the time frame on deliveries such as rental equipment. Have a final rehearsal for any elements such as performances. This may also help to coordinate proper placement and lineups for guest speakers.
Day Of The Meeting
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Try to set up seating before the day of the event. If this is not possible, complete the seating early to ensure there are enough seats for attendees. Keep in mind any obstructions to view such as columns and move seats accordingly. Per local laws, put barricades in place if they are necessary. Depending on expected turnout, include a registration area to present those checking in with all materials related to the event. Using a registration area is also helpful if admission is being charged for the meeting to ensure everyone pays. If applicable, merchandise may also be sold at a separate table as well as at the registration table.
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