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Complete Do It Yourself Checklist
Planning- Know how many guests to expect; book accommodation and venues accordingly. It is better to overestimate than underestimate. Pick a date that works best for everyone, but have several other dates in mind just in case the venue is unavailable the date you desire. As always, make sure the venue you have chosen suits your company's objectives.
Venue- Always inspect the condition of the meeting rooms and accommodations before booking an event. Virtual tours are unreliable and it is best, if at all possible, to see the location with your own eyes. No one knows better than you what your company desires. Make all room needs known up front, and make sure the venue can provide you with the size, shape, and location of rooms you are after. If they aren't sure, wait until they can guarantee you the services requested. Know where bathrooms and elevators are in relation to your meeting rooms, as well as how far away the kitchen is if you are ordering catering services. Double check with the venue to make sure there are no hidden or extra costs associated with the use of the facility.
Transportation- Have directions printed out from all major highways in the area and ready for disbursement to employees in advance. Have an estimated driving time, as well as an estimated cab fare, in case not all guests want to drive. Make sure adequate parking space is available for all your guests and look into having valet parking for those who want it. It is also very important to know what time independent parking lots close for the night and the availability of cabs after hours.
Policies- Know all policies related to the booking fee, cancellation fee, deposit, and acceptable forms of payment. Inquire about any restrictions of usage for the space you are renting and know the policy for gratuities. Make sure all insurance logistics are squared away in advance and know who's policy covers what.
Services- Know how many employees will be hired to staff your event, and decide if that number seems adequate to cover your needs. Ask for a list of preferred vendors from the site manager.
Other Things to Consider- Get as many references as possible of companies to contact who have held recent events at your desired venues. They can be very helpful with not only recommendations, but troubleshooting as well. Have contact information for everyone involved in the planning of the event, so questions can be quickly directed to the people who know the answer. Be aware of any construction or renovations going at the time of your event or planned for the near future. Thoroughly discuss the areas of construction and expected completion dates.
It is recommended that you complete the essential details and then progress through the checklist side making notes to ensure you have covered all aspects of the event.
Click here to download a Complete do it yourself checklist.
