Anyone who has never forgotten anything while organizing an event raise their hand! Between the service providers, the technical, the logistics, the guests and the management of contingencies, It's not easy to think of everything.

And yet, this is what is expected of you when you are in charge of organizing an event. To help you in your quest for perfection, here is our Ultimate checklist of questions to ask yourself for your next event.

For the reception venue

• What is the maximum capacity?
• What are the opening and closing hours?
• What is the closest mode of transport?
• Is there a smokehouse?
• Is there a cloakroom?
• Is there outdoor space? Accessible until what time? Is it possible to add sound to this space?
• Is there a catering office? What does it contain?
• Is there parking? How many seats?
• Is there PMR access?
• Is there effective wifi?
• Is the venue soundproofed? What is the maximum noise level allowed?
• Is there a DJ room?
• Is there a freight elevator?
• What are the dimensions of the doors?
• What technical equipment is available on site?
• Is it possible to use an external caterer? At no extra cost?
• Can the place be used as a dry rental?
• Who will manage security on D-Day?
• Is there a right of cork/mouth?
• What is the cost of an additional hour of operation?
• Are there specific standards that need to be met?

For the caterer

• Is it possible to do a tasting? With how many people?
• What is the deadline to adjust the number of guests?
• Is it a eco-responsible caterer ? What does he do with leftovers?
• Does it offer vegetable/vegan options?
• Does it print out a menu for guests on D-Day?
• What is the list of allergens? Will it be available for guests on D-Day?
• How will the service take place? Will there be a plateau passage?
• How much space does he need on site?
• What equipment does he need on site?
• What staff will be on site?
• Does he take care of tableware?
• What are their exact service schedules?
• What is the cost of an extra hour?
• What time does he want to arrive for it to be set up?
• Who will be responsible on site?

For the bar

• How many bartenders and butlers do you need?
• How much alcohol and soft drinks do you need?
• What glassware do you need?
• What equipment will you need on site?
• Who takes care of the ice?
• At what time will the drinks be delivered?
• Where will the leftover drinks be stored?
• Do you have an extra reserve in case?

For speaking

• What technical equipment do you need? Microphone, projector, screens, sound system, desk...
• Is there a scene on site or do you have to set one up? If yes, what size?
• Do you have bottles of water provided for the speakers?
• Are you planning a rehearsal with the speakers?
• Do you have a presentation remote included?
• Do you have rehearsal time planned?
• Who will be playing the Time-Keeper? Do you need a timer?

For the entertainment provider (s)

• Does he have photos/videos of the animation?
• Will there be an animator on site?
• What are the exact dimensions of the animation?
• What are the exact hours of the service?
• What is the cost of an extra hour?
• What is the assembly/disassembly time?
• What connection does he need on site?
• What equipment does he need on site?
• Should the meals of the animators be provided?

For your communication

• When should I send the Save The Date?
• What type of invitation should I send?
• What is the recovery plan?
• What communication channels will be used?
• What tool should I use to track registrations?
• How do I get feedback after the event?
• Have you planned a photographer?
• Are you planning to make an aftermovie?
• Is it necessary to provide a souvenir/goodies for the guests? When, how and by whom will they be distributed?

For the guests

• At what time will they arrive?
• How will the check in take place?
• How many hostesses will there be? Where will they be positioned?
• How many seats are there in the changing rooms?
• How will you keep guests waiting if they're all arriving at the same time?
• Is there a car park that they will be able to use?
• Is it necessary to provide a valet?
• Are there goodies to be distributed upon arrival or departure?

For assembly and disassembly

• What is the contact of the site manager?
• From what time is it possible to do the editing?
• In what order should your service providers arrive in order not to get stuck?
• When and how will deliveries be made?
• Where can trucks be parked?
• Is there a technical grill? What is the charge plan?
• Is it possible to dismantle at night? Until what time?
• Is it possible to dismantle the day after the event? Is there an additional cost?

For you (the organizer)

• Do you have a detailed and well-trained driver?
• Do you have all the contacts of all your service providers?
• Do all providers have your contact?
• What time do you have to be there on D-Day?
• Have you planned rehearsals, if necessary, for the speeches, the technique, the possible shows, etc.?
• Have you planned what to eat for you, your team and your service providers?
• Have you thought about the unexpected potentials and come up with a plan B?
• In addition to your service providers, how many people do you need for assembly and dismantling?

At UNEXPECTED, we ask ourselves all these questions for you in order to ensure the success of your corporate events. If you want to free your mind and take full advantage of your event, like your guests, think of us;)