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Event Day Checklist

After weeks, sometimes months of planning it’s crucial to make sure that all your hard work pays off and your event runs smoothly. By making these 8 simple checks on the day of the event we feel that it will help you make sure everything goes to plan. 

 Team Briefing

Getting all the event team members together right at the beginning of the day is very important. This gives you time to make sure everyone is there, talk through the itinerary and gives everyone a chance to discuss any concerns. It can be a good idea to give members different roles for the day, as this will stop multiple people doing the same job and overall be more efficient.

 Contactable

Make sure all team members have their mobiles on them at all times. Being contactable is very important and means if there are any problems they can be solved quicker. If walkie talkies are being used this is the time to make sure that they are working and fully charged.

 Suppliers

If this is a large event where you have outside suppliers involved make sure you have made contact with them first thing. This will allow you to make sure that everything is running to schedule. The earlier the better because if there are any problems they can be rectified as soon as possible.

 Traffic and Weather

 It’s always a good idea to check weather forecasts and traffic reports to make sure nothing is going to disrupt your event. Providing guests with alternative route information before the event will reduce disruptions.

 Set Up

It’s time to get everything set up. This might be the first time that you are seeing the event space with all the furniture and displays so it’s vital you get everything set up first thing to allow plenty of time for any adjustments. This is the perfect time to get a few snaps of the room for you to share on social media.

 AV Check

Once the room set up is complete it’s time to move onto the audio visual equipment. Testing everything that you are using throughout the event will reduce any technical problems. Any issues can be found and resolved before your guests start arriving. Any presentations or videos that are being used should be put onto the computer it will be presented from to see if everything works accordingly.

 Social Media

Time to generate some hype for your event! Giving someone the task of spending a little time tweeting and posting a few pictures will create a buzz for the event and get your guests excited and talking before they arrive.

 Venue Tour

It’s imperative that you know where everything is in the venue. You will definitely get asked for directions and you need to be able to offer them.  Get your bearings where everything is; reception, the main room, any break out spaces, toilets and refreshment & catering space. If the venue is quite spread out have you considered putting signs up to direct your guests? It’s important that you make their experience as relaxed and enjoyable as possible. If it’s not already been mentioned by the venue, find out where their fire exits are and what to do in the event of a fire. Hopefully you won’t have to worry about that, but knowing will make a stressful situation that bit easier.

Other Articles

Room Layout Guide
8 May 2018 By Armada House
Room Layout Guide

Advantages of Off-Site Training
13 Mar 2018 By Armada House
Advantages of Off-Site Training

10 Top Things To Consider When Planning an Event
20 Feb 2018 By Armada House
10 Top Things To Consider When Planning an Event

Historic Features
27 Aug 2017 By Armada House
Historic Features

  • "Your venue is charming and with such a good team I do wish you every success for the future. The next time we organise such an event we will certainly be in touch."
    - Justin Ryan, Avon & Wiltshire Mental Health Partnership NHS Trust
  • "Thank you for a fantastic evening on Saturday for our end of season awards evening. The food was absolutely delicious and the wine was also spot on! "
    - Firebrands Hockey Club
  • "Your team were very attentive and did a fantastic job- thank you!"
    - Vanessa Freund, McKinsey and Company
  • "We had a lovely time and the food was excellent. "
    - Debbie Burunou
  • "Thank you - it was a great event, the staff, venue and food were excellent. "
    - Thomas Dewey- Ovation
  • "The Armada House team were fantastic. They were great at facilitating us, and made the experience stress-free and smooth. From the warm welcome, to the very delicious catering, everything was thought of and no request was too much"
    - Fran - Talking Money
  • ""With its central location, beautiful building and friendly and professional staff, Armada House is the perfect venue for your event." "
    - Mel Hackett, University of London
  • ""Thank you all for a fantastic day... You were tremendously helpful and flexible over all the arrangements and everything went according to plan. The (organic) food and wine was delicious and everyone commented on the surroundings .Thank you all again for your help." "
    - Bee West, Green Books (Green, environmental and cultural publisher)