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EVENTS ARE PowerfulYou know how powerful events are. You can change lives while also adding revenue to your bottom line. However,

what I’ve found after producing POWERFUL events that have generated upwards to $2MILLION dollars in a weekend, is that Leaders often spend all their time

worrying about details and logistics. My clients tell me that there is this push and pull between a desire to show

up powerfully, provide a valuable event and then this FEAR of sitting down to DO THE WORK to prepare for

the Event.

That’s where this check list comes in. Each section will assist you in those details that you don’t know what you don’t know when it comes to preparing for your event.

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Determine Event Theme & Purpose -What’s the Vision?

Determine Event Dates

Determine Event Location (City & State)

Estimate Attendee Numbers

Define audience-who will be invited to participant

Determine Event Budget

Determine Event Agenda (aka Run of Show or Program at a Glance) How often do you take breaks, when do you set up, clean up, how long are lunches, do you have an evening session?

Determine the Venue (Hotel, your living room, community center, etc)

Select & Visit Venue Locations

Negotiate Venue price & terms

Determine Lodging Requirements- if at a hotel, are you guaranteeing room NIGHTS? Please note that you could lose a lot of money if you negotiate rooms per night vs total Nights. Consider hiring a Certified Event Producer™ to help you with negotiations.

Determine Audio / Visual Requirements

Determine Food & Beverage Requirements

Determine Event Insurance Requirements

Determine Additional Equipment Requirements (Stage, Lighting, Chairs, Podium, Pipe & Draping)

Determine Photography / Video Requirements

Determine Team Support Requirements: pre-during-post event (what type of Staff, Certified Event Producer™ , Volunteer “Dream Team”, etc. will assist you?)Determine your Self Care Plan - pre-during-post event care (ex: Massage, Chiropractic, special food/diet, etc)

EVENT PLANNING / CONCEPT DEVELOPMENT / VISIONThis is the Overall Vision of your Event, that 30,000 foot view.

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Registration Process, Area and Staffing Requirements- create a Handbook that keeps track of all the details and makes it easy to train your Staff/Dream team

Sponsors / Additional Speakers (Success Panel)

Hire Vendors (AV, Photographer, Videographer, Stage Decore, etc)

Coaching Zone Requirements- these are mini “laser” sales conversations your team can have with the attendees to help them get clear on their next steps and how you might be a good fit to continue working together.Offer & Offer Materials, Presentation- How will offer attendees the opportunity to continue to work with you? This is also known as “The Pitch” or “Opportunity”, “Sales offer”Offer Sign Up Process- will they go to the back of the room, will you give them a handout? A signup form? An Application Process? Printed Materials- Are you going to give them a booklet of all the handouts for the entire event? 1 booklet a day? A journal? Single Handouts as you start to speak about the topic?

Branding Requirements

VIP Events / Lunches- great upsell opportunity and helps pay for the event even before it begins!

Meals / Requirements- for self and team

Stage Requirements (Chairs, Screens, Flowers, projectors, pipe & drape, lights, etc)

Create layouts of how the room is set up & where team needs to be

Hold committee/staff meeting – share vision, goals, objectives, & financial goals

Meet w/Certified Event Producer™ & Core team to Review Roles and Responsibilities

Committee/Staff/Dream team Training call(s)- train everyone via phone on their role prior to event

Send Print materials out to print at least 2 weeks prior to event

Prepare & Track Budget

Start promotional material & setup marketing funnel

Secure Contracts with Guest Speaker(s) such as Success Panel, Sponsors & Entertainment

PLANNING IMPLEMENTATION CONSIDERATIONSThis is the: Who, What, Where, When, Why & How for your Event

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PLANNING IMPLEMENTATION CONSIDERATIONScontinued...

Secure Travel arrangements (if needed) for staff/ team/ sponsors/ other speakers (like your Success Panel)

Open Registration for attendees (sell tickets)

Confirm Venue: Secure Location w/deposit Room capacity & layout VIP or new Client Lunch food and location Green Room for Staff & Dream Team Volunteers Room Block for Staff Special Parking price (if appropriate) Room Block for Attendees On-site view location to confirm layout

Order & update Supply Inventory List-go through the whole event and make a note of all supplies needed from pens & post-it notes, to handouts and bells to ring so people know when to come back in the room on time.

Confirm numbers to all appropriate parties (caterer, hotel, speakers, etc)

Create a Music List- what are you going to play as people enter the room, handout music, break music, etc.

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Set up Day PAR-TAY! (have fun setting up & preparing for your event)

Station Staff / Volunteers

Check Setup and Food & Beverage Plan, Test A/V

Synchronize Staff, Volunteers and Speakers on the Agenda

Follow the Scheduled Agenda

Team Meetings: Morning, Lunch, Dinner meetings to check in each day with team

Show Up, Smile and Have Fun!

Clean Up PAR-TAY with your staff & Volunteers (bring comfy shoes!)

Celebrate!

DAY(S) OF THE EVENTNow that the event is here, it is time to implement all the pre-planning work into

Experiencing a POWERFUL event that impacts the attendees.

Send out Thank you notes – gifts – tips and gratuities, Send Out Cards to Guest Speakers, Sponsors, Dream Team Volunteers, New Clients, Vendors

Final and Pay Outstanding Bills and Balance Budget

Review Event Evaluations

Self Care- Day after the event is #DroolOnTheCouch day, get a massage and congratulate yourself on a job well done! This is a DAY OFF, which means no emails, no phone calls and no appointments. Do something that feeds your mind, body & soul. This could be a trip to the beach, walk in nature, booking a full day at the spa, whatever is best for you to rejuvenate yourself. It could be as simple as #DroolOnTheCouch and watching movies all day. You’ve earned it!

AFTER THE EVENTCongrats! You’ve done it! Now it’s time for Reflection & Self Care.