Checklist prior to keynotes and presentations – what to remember

We at A-Speakers strive to make it easier for you to plan keynotes, presentations, seminars and events, and so we have prepared a checklist which you can use as organiser. The checklist covers some of the most important aspects when planning an event so it can also be useful when you are working on your budget.

At least three months prior to the event

• Set a date

Setting a date for an event always takes a bit of planning. Settling on a specific date for your event you need to make sure it does not share that date with other related events. It is also a good idea to always avoid holiday periods when many people are away on vacation. Also remember to check your calendar for big sport events.

• Find a venue

Take some time to find the best suited venue for your event, taking into consideration such aspects as max capacity, the type of activities you plan and the atmosphere you want to create. Also consider how to place chairs in the room. 

• Book the speaker

There are certain very important things to consider when booking a speaker, the most important being the speaker has to match your segment as well as the overall theme and purpose of the event.

• Advertise the event

As soon as you have settled on a date for your event, booked the venue and the speaker, you need to start advertising the event. You need to start the marketing at least five weeks prior to the event.

• Send out agenda and info

It is always a good idea to prepare your guests prior to the event. They most probably want information in time so they know what to expect which is why we recommend you send this relevant info sometime before the event. Agenda, time schedule, possible dress code info, etc.

• Keep in touch with the speaker and check the venue

If you do not have a venue of your own but booked a venue instead it is important they know exactly what you want in terms of the actual room setup. We advise you to be precise in terms of chairs, technical issues, etc. You might also want to send a guest list to the venue so they know how many people to expect for the event. Also try and keep in touch with the speaker prior to the event, checking up on preparations, if everything is going according to plan, and so on.

At least a week prior to the event

• Double check about technical issues

You want to avoid technical problems if at all possible. So make sure whatever technical equipment you and your speaker are going to use works and is ready.

• Confirm the guest list and food requests

Make sure to provide the venue with an updated guest list, especially if food or snacks are to be served before, during or after the talk or presentation.

The day before the event

• Check the venue

It is important to check the venue the day before the event to make sure everything is organised the way you planned it. It is also important to take time to check technical equipment. Everything has to work!

• Have signs ready

Signs are necessary so that your guests can find the actual room where the talk or presentation takes place. Using signs will make it easier for you to keep track of your guests and make sure they do not get lost.

On the day of the event

Make sure to keep colleagues or co-organisers around you. You may require help with unexpected issues or delays.

• Keep on time!

Try to stick to the time schedule, create a flow as regards activities and avoid delays.

• Have fun!

Remember to enjoy the fruits of your hard work.

• Cleaning

Some venues will handle cleaning themselves while others require you to do it yourself. Check beforehand about cleaning rules.

After the event

• Thank you

Send a thank you mail to the speaker and to the volunteers if you used any during your event.

• Evaluation

Do an evaluation of the event to see what really worked and where there might be room for improvements next time around.

This checklist should give you an idea of what to do before, during and after an event. But do remember each event is unique so you need to come prepared every time. Think about what issues are important to you, what is important to remember – after all, nobody knows your events and their purpose better than you.