The final stretch of event planning is where the magic comes together—or falls apart if you’re not prepared. In the last few weeks before your event, it’s all about double-checking logistics, assigning onsite staff, confirming vendor details, and getting your shipments packed and labeled. This guide will help you stay calm, organized, and confident by outlining the key pre-event checks every event planner needs to hit. Whether you’re leading a large-scale conference or an intimate gathering, use this resource to ensure nothing falls through the cracks in the home stretch.
Review your onsite staffing needs and ensure all staff members or volunteers have been assigned appropriately. Prior to leaving for the event, ensure your staff has reviewed the event schedule, understand their responsibilities and expectations and who to their primary onsite POC is.
Staffing might include:
Approximately a week prior to the conference, gather your key players and hold a final conference run-through meeting. In addition to having each project champion review their final details, walk-through your agenda step-by-step to ensure all planning is complete and no detail has been missed.
Call each of your vendors to “touch base” and to review any final details. Vendors would include:
Planner Checklist: ensure all the following are accessible to you at all times while onsite:
Run a full walkthrough
• Run a full schedule walkthrough: Host a detailed run-through with your team 5–7 days out. Walk the event minute by minute to uncover any lingering gaps.
• Label all shipments consistently: Mark boxes “1 of X,” and maintain a master manifest for easy identification and setup.
• Confirm vendor details by phone: A quick call can catch details missed over email. Confirm delivery times, contacts, and special instructions.
• Prep your staff well in advance: Provide printed or digital copies of the production schedule, assignments, and POC list before traveling.
• Keep digital backups: Store your final run-of-show, BEOs, floorplans, and contact lists on a USB drive or cloud folder accessible offline.
• Pack a small “event survival kit” with tape, scissors, pens, markers, phone chargers, snacks, and first aid essentials.
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