Planning An In-House Event- A Checklist

When did you have your last in-house event? If you can’t remember, it may be time to start planning something. Events can be great sales generators for clients both new and old. With simple planning any event can go seamlessly, and be lots of fun for all involved.

Here is a checklist for planning an event:

3 months :

• Decide what type of event that you are doing, such as introducing new services, products, customer appreciation, fundraiser or service education.
• Is there a charge for the event?
• What are the goals of the event?
• Decide on a budget and get help from vendors for giveaways.
• Wil you offer shopping discounts, gift with purchase, live demonstrations, mini services?
• Set the time and date.
• Brainstorm marketing ideas.
• Assign roles-who on your team is responsible for what area of the event?

2 months:

• Work with your graphic designer or outside company to create all marketing materials needed for the event. Outline your digital marketing campaign and create internal marketing pieces.
• Create a program and timeline for the event.
• Start to think about giveaways for event.
• Internally communicate the event to your staff.

3-4 weeks:

• Display all internal marketing materials for the event, such as posters and POP signage.
• If doing a mailing, send out now!
• Start talking about the event on your social media platforms and with clients.
• Call your clients to personally invite them to the event.
• Ensure your staffing for the event.
• Start your reservation list if it is space limited.
• Order any additional products that you may need. Your retail areas should be fully stocked for event day.

Week of Event:

• Review your reservation list.
• Prepare any goody bags or giveaways.
• Order flowers and hors d’oeuvre.
• Confirm with vendors if needed.
• Continue with your social media outreach.
• Review the event with staff and that everyone knows their roles.
• Clean every square inch of your facility.

Day of Event:

• Set up facility, chairs and flowers and make sure all treatment areas are ready.
• Do a walk through of the facility – everything should be perfect.
• Make sure a list of all expected guests is ready for their arrivals.
• Engage- make sure to tweet and Facebook!
• Be sure to collect all the names and contact information of attendees.
• Smile and have a successful event!

There is no need for any in-house event to feel stressful or harried. Pre-planning and communication are the keys to success. An event is a nice change of pace for all involved. When you have identified and determined the goals of your event, all that is left is the execution. Follow up with your attendees about the event and get their feedback. Post photos of event on your social media channels and thank all who attended.