CORPORATE EVENT PLANNING CHECKLIST TEMPLATE: LOGISTICS, AV & CATERING MANAGEMENT

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--- EVENT GOALS & OBJECTIVES ---
[ ] Event Purpose Statement
[ ] Target Audience Description
[ ] Expected Attendance
[ ] Key Event Objectives (Select all that apply) (Brand Awareness, Lead Generation, Networking Opportunities, Product Launch, Employee Recognition, Client Appreciation)
[ ] Primary Key Performance Indicator (KPI)
[ ] Target Completion Date for Objectives

--- BUDGET MANAGEMENT ---
[ ] Total Event Budget
[ ] Venue Rental Cost
[ ] Catering Costs
[ ] AV Equipment Rental
[ ] Speaker/Presenter Fees
[ ] Marketing & Promotion Expenses
[ ] Contingency Fund (Percentage)
[ ] Payment Schedule (Milestone Based, Upon Completion, Other)

--- VENUE SELECTION & LOGISTICS ---
[ ] Venue Address
[ ] Venue Capacity (Max Attendees)
[ ] Contract Expiration Date
[ ] Accessibility Compliance (ADA) (Yes, No, Partial)
[ ] Available Amenities (Wi-Fi, Parking, Tables & Chairs, Audio-Visual Equipment, Kitchen Facilities)
[ ] Venue Notes & Specific Requirements

--- AV EQUIPMENT & TECHNICAL REQUIREMENTS ---
[ ] Projected Attendee Capacity (for AV sizing)
[ ] Preferred Microphone Type (Wireless, Wired, Lavalier)
[ ] Number of Projectors Needed
[ ] AV Equipment Delivery/Setup Date
[ ] Scheduled AV Equipment Setup Time
[ ] Specific AV Technical Rider Requirements (if applicable)
[ ] Sound System Preference (House System, Rented System, Hybrid)
[ ] Venue AV System Documentation (if available)

--- CATERING & FOOD SERVICES ---
[ ] Estimated Number of Attendees
[ ] Catering Style (Buffet, Plated, Food Stations, Family Style)
[ ] Dietary Restrictions to Accommodate (Vegetarian, Vegan, Gluten-Free, Dairy-Free, Halal, Kosher, Allergies (Specify))
[ ] Detailed Menu Description
[ ] Catering Vendor Contract
[ ] Catering Vendor Confirmation Date
[ ] Cost Per Person (Catering)
[ ] Catering Prep/Service Area

--- SPEAKER/PRESENTER MANAGEMENT ---
[ ] Speaker Name
[ ] Contact Email
[ ] Speaker Biography
[ ] Speaking Slot (Keynote, Breakout Session, Panel Discussion)
[ ] Presentation Date
[ ] Presentation Time
[ ] Presentation Slides
[ ] Presentation Outline/Notes

--- ATTENDEE MANAGEMENT & REGISTRATION ---
[ ] Maximum Attendee Capacity
[ ] Registration Type (Early Bird, Standard, VIP) (Early Bird, Standard, VIP)
[ ] Registration Deadline
[ ] Early Bird Ticket Price
[ ] Standard Ticket Price
[ ] VIP Ticket Price
[ ] Dietary Restrictions (Select all that apply) (Vegetarian, Vegan, Gluten-Free, Allergies (Specify in notes))
[ ] Additional Notes/Requests

--- MARKETING & PROMOTION ---
[ ] Event Description for Marketing Materials
[ ] Marketing Budget Allocation (USD)
[ ] Primary Marketing Channel (Social Media, Email Marketing, Website, Paid Advertising, Public Relations)
[ ] Social Media Platforms to Promote (Facebook, Instagram, LinkedIn, Twitter, TikTok)
[ ] Social Media Campaign Start Date
[ ] Event Logo (for Marketing)

--- CONTINGENCY PLANNING ---
[ ] Emergency Contact Information (Venue/Security)
[ ] Backup Venue Capacity
[ ] Date of Alternate Venue Booking (if applicable)
[ ] Potential Risks Identified (Check all that apply) (Power Outage, Weather Related Issues, Speaker Cancellation, Security Breach, Equipment Failure)
[ ] Detailed Plan for Weather-Related Cancellation
[ ] Copies of Backup Contracts (Venue, AV, Catering)
[ ] Primary Communication Method for Emergency Notifications (Email, SMS, Phone Call, Event App Notification)

--- POST-EVENT EVALUATION ---
[ ] Total Attendee Count
[ ] Net Revenue Generated
[ ] Total Expenses
[ ] Summary of Attendee Feedback (Qualitative)
[ ] Overall Event Success (Scale of 1-5) (1 - Poor, 2 - Fair, 3 - Average, 4 - Good, 5 - Excellent)
[ ] What aspects of the event were most successful? (Venue, Catering, Speakers, AV Equipment, Networking Opportunities, Marketing & Promotion)
[ ] Recommendations for Future Events

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