Conventions planning in Quebec. |

1 888 969-1307
Beauce Caroline Fournier
Bromont Bromont, montagne d'expériences
Charlevoix © Tourisme Charlevoix
Gatineau-Outaouais Andrew Van Beek
Granby Mario Landry
Îles de la Madeleine Mathieu Dupuis
Laval Romain Beauvois
Maskinongé (Mauricie)
Matane Studio du Ruisseau
Montréal Tourisme Montréal, Stéphan Poulin
Nicolet-Yamaska André Falardeau
Québec François Gamache
Rimouski Mathieu Dupuis
Saguenay (C) Martial Tremblay
Saint-Hyacinthe Patrick Roger
Thetford Nadeau Photo Solution
Tremblant (Laurentians) @tremblant
Trois-Rivières Mathieu Dupuis
Val-d'Or Christian Leduc
Victoriaville Exposeimage
31 destinations for your business events!
TAQ - Tourisme d'Affaires Québec Toll free: 1 888 969-1307
Phone: 450 969-1307
Website :
Mail :

Avoid Last Minute Crisis at Your Event

Avoid Last Minute Crisis at Your Event

March 26, 2020

This article is from Cvent and was published on February 21, 2020.

The stage is set, your agenda is ready and has been sent out to all your registrants. You're ready to get the ball rolling… or are you? You can't be sure how successful your event will be before it's over. A last-minute crisis can leave you helpless. To avoid any last-minute event hiccups, use these important event planning checklists to remember before, during, and after the day of the event:

Event planning checklist: One week before the event

This checklist is prepared to ensure that all the services that you've requested are in place. The following event checklist is not exhaustive but covers all the important aspects that you should check at least a week before the event.

Tasks Comments
Have all appropriate contacts' information handy Keep it in a place where you can easily retrieve it, like your phone
Ensure all equipment is working and the quantity of any material ordered is correct, etc  
Recheck the schedule with the caterer  
If possible, set up registration area a day in advance  
Place parking and directional signs for attendees' convenience  
Deliver all event-related material/equipment to the venue  
Check the weather forecast  
Be prepared to troubleshoot changes Prepare plan-b and keep fillers ready for instances where the speaker doesn't make it on time

Event planning checklist: On the day of the event

This is the most stressful day for event planners. You've to arrive early at the venue and ensure that everything is set according to expectations. This checklist, in particular, should be created with the utmost care as you wouldn't want to miss anything. Your on the day of the event checklist should be largely packed with one important mantra – check, re-check, and check again!

Tasks Comments
Do a last walk-through by arriving early  
Recheck vendor and AV set-up  
Make sure to carry the attendee list  
Ensure all speaker-related material is in place and you have the badge printers ready Use on-demand badge printing to avoid typos and misspellings

Event planning checklist: After the event

Once the event is over, comes the three important things to do – feedback, evaluation, and final communication. All three steps are vital to identifying event success and failures, which will help you in chalking out better plans for the next event.

Tasks Comments
Handle invoices  
Send thank-you emails  
Update all marketing assets such as websites  
Share pictures on social media  
Hold post-event meeting with key stakeholders Prepare a preliminary post-event evaluation to report what went well and what needs improvement
Send post-event survey to plan your next event  

These are basic event checklists to help you prioritize your tasks before, during, and after the event. However, please remember, that these are generic event planning checklists that can be customized according to your event needs.

Good luck with your events!

Learn more

Photo : Unsplash

More news RSS

Tourisme d'Affaires Québec

toll free 1 888 969-1307
Phone 450 969-1307

Tourisme Québec ADN communication Clientis Alliance industrie touristique du Quebec

All rights reserved © 2010-2022 Tourisme d'Affaires Québec

Website Design & Web Hosting Provider ADN communication Website Design Génome :: Content Management System