EVENT PLANNING CHECKLIST

Please use this check list to help with the planning, coordination and implementation of your upcoming event.

18-12 MONTHS PRIOR

□ License Agreement is issued by your Sales Representative

□ Schedule a site visit with your Sales Representative to review and finalize required space

□ Sign and return License Agreement with the initial deposit by Due Date

□ An Event Coordinator/Manager is assigned to your event

□ Advise Event Coordinator/Manager of designated General Service Contractor

□ Provide your Event Coordinator/Manager with a working copy of your floor plans

6-10 MONTHS PRIOR

□ Begin to coordinate audio visual, Internet and telecom needs

□ Obtain menus and begin to coordinate F&B needs

□ Review first draft of floor plan with Event Coordinator/Manager for any changes

□ Obtain the Center's service order forms for exhibitor kits

□ Schedule a site tour with Event Coordinator/Manager

□ Contact state, county or city entities regarding required permits and licenses

2 MONTHS PRIOR

□ Send revised copies of floor plans to AFD and Center

□ Provide Event Coordinator/Manager with the first draft of event specifications and program agenda

□ Begin to coordinate food & beverage requirements

□ Order MVP insurance (if not self-providing general liability insurance)

1 MONTH PRIOR

□ General liability insurance is due

□ Rental fee paid in full

□ Order electrical requirements for show office and registration

□ Order Internet & telecommunication needs.

□ Final event specifications and program agenda due

□ Final/approved version of floor plans due

□ Exhibitors list due

□ Obtain estimate of expenses from Event Coordinator/Manager

□ Schedule final planning meeting at the ACC

□ F&B contract, initial guarantees and deposit due

2-3 WEEKS PRIOR

□ Finalize audio visual, Internet and telecom needs

□ Sign & return estimate of event expenses to Event Coordinator/Manager

□ Provide Event Coordinator/Manager of event staffing scheduling

□ Schedule a pre-con meeting with the Event Coordinator/Manager

□ Confirm catering guarantees with Aramark – final guarantees due 72 hours prior to event

ON-SITE

□ Conduct pre & post event inspection of Authorized Areas

□ Hold pre-con or production meetings with key vendors and suppliers

□ Hold daily coordination meetings with Event Coordinator/Manager to address program updates