Event Planning Guide

Download / Print Checklist Download Event Planning Checklist

Step One – General Information

You'll some basic information about the event to which you're sending materials.

  • Event Name
  • Dates
  • Address
  • Directions
  • Target Move In Date and Time
    • Loading Zone/Dock Location and Info
  • Target Move Out Date and Time
  • Sponsoring Organization
  • Contact
  • Phone, Fax, Email, Cell
  • Show Management Main Contact
  • Phone, Fax, Email, Cell
  • A List of Show Contractors
  • Phone, Fax, Email, Cell for Each Contractor

Step Two – Accommodations

Making sure you have your personal needs in order will take a lot of stress out of the situation. Keep this information in more than one location, like a note card and on your computer, so you can focus on the event.

  • Hotel
  • Address, Directions
  • Phone, Fax, Website
  • Main Contact
  • Phone, Fax, Cell, Email
  • Number and Type of Rooms Needed for Staff
  • Check In Date, Check Out Date

Step Three – Event Logistics

These are items or services provided by third party vendors. You'll also need to note from which vendor the product or service was ordered, when they were ordered or confirmed and by whom.

  • Number and Type of Rooms Needed for Event Logistics
  • Exhibit Literature Printing and Delivery
    • Contacts
    • Delivery Dates and Times
    • Tracking Numbers
  • Premiums (Give aways)
  • Shipping
  • AV, Computers, Graphics, Lighting, Electrical, Photography
  • Telecom
  • Transportation
  • Entertaining
  • I&D (Install & Dismanteling of booth at show site)
  • Carpet/Padding
  • Cleaning
  • Floral
  • Trash collection
  • Security
  • Clothing
  • Training
  • Product

Step Four – Event Requirements

These are the items which you may need to gather and have onsite for a successful event. You'll also need to note when some items have been ordered or confirmed and by whom.

  • Exhibit booth (All pieces that make up the exhibit booth- lighting, backdrop, panels, cables, graphics)
  • Exhibit Literature
  • Premiums (Give aways)
  • Clothing (Team attire)
  • Shipping
  • AV, Computers, Graphics, Lighting, Electrical
  • Staff
  • Transportation
  • Entertaining
  • I&D (Install & Dismanteling of booth at show site)
  • Carpet/Padding
  • Photography
  • Floral
  • Clothing
  • Product