Your Day-Of Checklist: the Secret to a Smooth Event Day

A written day-of checklist is incredibly valuable when the final day arrives. Don't rely on your memory to gather supplies, set up, follow up with vendors, and manage the many other details competing for your attention. It is also helpful in sharing the plan with others so everyone is on the same page.

Here are a few things to add to your timeline:

Y  Contact Information: I like to put contact information for each helper and vendor right at the top of the document. Include arrival times and who will be meeting them. Include where they should unload or who to check in with. When a vendor walks in, anyone with the checklist can point them in the right direction. This same information will also appear later in the timeline.

Y  Packing List: Include everything you might need to set up and run the event - from decorations and food to safety pins and a hot glue gun. Don't forget any necessary keys to access the building, cash to tip vendors if needed, electronic device chargers, and basic emergency supplies (see Emergencies). I also include what items are arriving separately and who is responsible for bringing them.

Y  Timeline: Start with the event start time and then work backward and forward from there. Add the times vendors are expected to arrive and when setup will begin. Include a setup checklist in order by zone (see setup tips). Build in extra buffer time in case setup takes longer than expected. Once your setup plan is complete, outline the timing of the event itself. Include when different activities begin and who is responsible for starting or managing each one. Don't forget to include take-down and cleanup time.

Y  Final Walk-Through: Add a checklist of things to check on your final walk-through before the event begins. Check the bathroom supplies, make sure the food is out, check the decorations and the lighting, start the music, and do a general walk through to make sure the atmosphere is how you visualized.

Y  Post-Event Tasks: Add one final checklist with reminders of the details that need to be taken care of after the event. This includes cleanup, but it also may include tipping vendors, returning rentals, gathering items left behind, thanking volunteers, and finding homes for extra food.

You can make this a digital checklist, but I strongly recommend printing it. In the midst of setup, if the crew can quickly see what's next, they won't need to track you down for instructions. It's also helpful to include who is in charge of managing parts of the event. For example, right at the top with the contact information, include the name of the person to be contacted with food questions. Then when questions arise, volunteers can go directly to the person with the information. Consider printing multiple copies so one can stay in important areas such as the check-in table, the serving area, and on a clipboard that stays with you.

It may also be helpful to color code your checklist so that the most important details stands out. Or highlight names in separate colors so people can see at a glance what they are next responsible for.

This checklist is your road map. Emergencies will come up, and that's okay (see Emergencies). This isn't meant to stress you out, it's meant to support you when your attention is being pulled in many directions. A solid plan is meant to reduce your stress so you can enjoy your event.

You've got this!

Christina
Abean Assist

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