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Phase 1 — Brief and feasibility
Before any quote, lock the why and who of the event.
- Measurable goal defined
- Capacity and audience profile
- Date range and city
- Internal budget envelope approved
- Constraints (protocol, accessibility)
Phase 2 — Venue and vendors
Select venue and technical partners on written criteria, not gut feel.
- Technical site visit
- Comparable quotes by line
- Contracts and insurance
- Build / show / strike schedule
- Event-day contacts identified
Phase 3 — Production and comms
Align scenography, production and guest messaging on one timeline.
- Room plan or stand layout
- Sound / light / LED brief
- Print POS and signage
- Invites and reminders
- Documented run-of-show
Phase 4 — Eve (D-1)
The day before locks details that make or break an event.
- Full team meeting
- Mic and video tests
- Badge / guest list prep
- Emergency kit (tape, batteries, cables)
- Catering and shuttle confirmations
Phase 5 — Event day
Execute the run-of-show; avoid unbriefed improvisation.
- Welcome and registration
- Continuous technical operation
- Midday team check-in
- Issues via single lead
- Protocol timing respected
Phase 6 — Post-event
Capture learnings and close admin and finance.
- Strike and venue handback
- Final invoice collection
- Participant satisfaction survey
- Photo / content archive
- Internal goals vs delivered review
Frequently asked questions
When to start the checklist?
At project idea: even a tentative date and goal help lock venue and key vendors.
Does the checklist change for outdoor?
Yes: add weather, structures, ground, vehicle access, restrooms and indoor plan B.
Who validates each phase?
A client project owner and vendor production lead, with brief sign-off on critical milestones.
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