Pre-event planning checklist

A list of considerations beforehand and on-site the day of the event.

Beforehand

Through pre-event planning sessions and conversations the planning team will need to:

  • Set a date & topic

  • Craft an agenda that flows

    • Practice or prototype parts of it as needed

  • Find a venue or online platform, and ensure the space can be configured to your needs

    • Venues to consider: Offices, Bars/ restaurants, Schools/ classrooms

  • Arrange other logistics (food, ticketing, supplies, budget, sponsors, stickers, schwag)

  • Invite people and market the event (email, social media, etc.)

    • Send out the agenda beforehand to get people interested, and let them know what to expect

    • Is there a hashtag?

  • Plan activities based on event goals (find speakers and content, organize a panel, draft conversation prompts, plan exercises, ensure everything is ready in time)

  • Clarify roles and responsibilities to handle day-of logistics (e.g. set-up, greeters, clean up)

If you host recurring meetings at a regular cadence in the same space, logistical planning is streamlined.

If you’re hosting a large event like a hackathon, training, or conference - this type of planning can take months and involve multiple teams.

Day-of / On-Site

Physical events

  • signage

  • furniture

  • AV set-up

  • food

  • a welcome/registration area

  • nametags

Virtual events

  • getting media queued up

  • ensuring presenters are there, and prepared

  • ensuring both AV and event tech is working as expected

Setting up the space with care, and in community, can make you a more grounded host who’s not stressing about details when people arrive.

Create an Event Hosting Toolkit

You might want to build up a portable kit of stuff to help you host events, including:

  • Signage

  • Schwag (e.g. stickers)

  • Nametags & pens

  • Flipchart and markers

  • Video cameras/ web-cams

  • Microphones

  • Speakers

Engage to improve

Submit questions, feedback, or suggestions on hosting events

Connect with a peer mentor on hosting events - access codes listed here for Autodesk Group Network members. Become a peer mentor