Organization Method

For my event organization I prefer a combination of digital and physical. I think using a shared google drive that holds scans of all important documents and editable docs and spreadsheets is important. However, day of the event, I think a printed copy of everything in this drive is also needed in case technology fails.

Event Checklist

Determine the purpose of the event
Find out who you are trying to attract to the event
Meet with Client
Set your goals and objectives
Contract with Client
Set event dates and times
Find and schedule a venue and other necessities for the event
Keep all paperwork together and create an event binder (physical or online with google drive)
Start a big To-Do list to breakdown what is needed
Decide how to deliberate these To-Do tasks with a team
Set Deadlines and follow closely
Carefully work through riders
Make a budget sheet
Bid out for different needs (equipment)
Communicate with all providers early
Gather contracts, invoices, and other important documents to add in binder or scan in google drive
Continually check To-Do list, time-line, and deadlines
Meet with the set-up crew to discuss exact needs
Meet with the event crew to assign positions and share important information or any needed trainign
Have a bonding activity with your team
Run-through venue with crew to gain familiarity
Distribute production schedules to those who need them and Communicate
Meet again with client to check-in with everything
Make emergency contact lists and badges for those who need full or special access
Establish a key person for ICID and explain the whole event and share all documents and other need information
Complete final details
Set up event day
Sound Check; Walk Through; Rehearsals
Event Day! Follow schedule, open communication, fully present, and dress comfortably
Post Event Write-Up and Follow Up; thank yous and evaluations within the following week