Family events can be the most enjoyable and memorable moments for family members.
Whether you plan for graduation, fundraising, or family parties in 2021, you need to create a checklist to guide you in planning.
Below is a checklist that will guide you from the start to the end of the event.
Table of Contents
The Checklist
- Set event goals and objectives
- Identify the date of the event
- Create a master plan for your event
- Define your budget
- Publicize your event
- Start planning for the event with the help of suppliers
- Set up the event
- Evaluate the main components of your event
- Go full blast
Once you draft your checklist, you will have a clear guide and know what to do for each section while also observing the timelines.
It is a ladder to the success of your event. Remember, you need to start planning earlier to avoid the last-minute rush.
2-3 Months before the Event
Never assume that the event is far. No matter the size of your family event, ensure you start planning at least 2-3 months in advance. Here is what to do.
Define your goals
Set the objective of your event. For instance, define what you want to wear for the event. It could be mens suits or any other wear that corresponds with the event.
Know how many attendees you expect in the event and how you expect to raise money for the event, among other objectives.
Set the date
Ensure you settle for a date that favors everyone that plans to attend the event. The date should also not conflict with other events.
Get the venue
Know the venue’s size and whether it is convenient enough for all anticipated attendees.
Create the master plan
Determine all event details and align with your plan to avoid skipping anything. Determine the total number of guests that will be attending.
Know the cost estimates
Check out the most critical elements such as the hotel rental cost, food and beverages, insurance, and travel costs.
Settle on a budget
Since you’ve already identified your expenses, it’ll be easier to create a budget. The budget should be tentative to allow room for adjustments.
Select the event committee
Identify the event manager and sub-committee members to oversee the entire planning process.
Brand the event
Create an event logo for the event. This could also include designing invitation cards with the theme of the event.
1 Month to the Event
Now that you’ve laid a clear ground for the entire event, you have very little planning left. It is time to do the final touches and ensure that everything is in order.
However, it would be best to contact your family members by sending event reminders. Here is what to do.
- Highlight the type of activities you’d want your family to engage in.
- Finalize the travel and accommodation plans.
- Remind event suppliers to get ready.
- Set up online registration to help you know the exact number of potential attendees.
- Settle on the final budget.
- Re-confirm the venue bookings, parking, entertainment, and set-up.
- Create invitation cards, tickets, and the program.
- Identify a suitable media person to take photos of the event.
- Send out the invitation cards and the program to the family members through email.
1 Week to the Event
You have a few days left, and this is the time to finalize and fine-tune the planning. You may need to spend more time ensuring that all things are set for the big day.
- Let the committee confirm that every plan has been finalized.
- Assign the leaders and participants of various activities at the event.
- Confirm that media attendees are ready.
- Get the final number of the attendees and do the final registration.
1 Day to the Event
- Confirm attendance.
- Ensure the registration table is in order.
- Confirm the availability of event tools and equipment.
- Ensure the place is branded with the event theme.
Event Day is Finally Here
As at this point, the event planners should be at the venue before the guests arrive.
This will help in ensuring that all things are in place. Let there be someone at the entrance to be in charge of the registration.
Taking details of the attendees will help you keep track of the family members present at the event.
Ensure you have your program with the checklist to help you know if everything has been taken care of.
As the attendees come in, give a warm reception that will create a positive mood for the event. Follow the event program to the end and enjoy every moment of it.
Conclusion
After the event, send a thank you note to all participants.
This includes all your family members who attended, event planners, suppliers, videographers, sponsors, the entertainment crew, and other people who made the event successful.
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