10 Tips to a Successful Event

The Dublin CVB understands that planning the details of a meeting or event can be challenging so we created a checklist to help you throughout the process.

1. 1.  “Expect what you “inspect.” Conduct site visits before signing contracts. Check all meeting rooms set-ups and audio-visual equipment. Check signage for rooms.

2. 2. Get everything in writing. Request all contracts details, function sheets and changes in writing. Be sure to read carefully through everything.

3. 3. Develop an “Emergency Plan.” Tailor each event with emergency action steps. Discuss the plan with staff or volunteers.

4. 4. Create a “Specifications Guidebook.” This should contain all of the contracts, details, facility contacts, emergency plan, logistics, program and changes. Keep this information updated throughout the planning process

5. 5. Conduct a pre-event meeting. Meet with all staff/volunteers to review contracts, details and changes. Check authorized signers and master bill requirements.

6. 6. Send a staff member or a trusted volunteer to pick up speakers and V.I.P.’s at the airport.

7. 7. Count break items. Know the amount of food and beverage items set out for breaks. Count leftover items. Communicate with banquet staff and have leftovers removed promptly after the break.

8. 8. Discuss meal guarantees. Know how many people the venue is set up to seat and how many it is capable of serving, over and above the guarantee. Use this amount as a buffer to the guarantee.

9. 9. Review the master bill before leaving the property. This is a “first glance” and not final approval of charges. Sign banquet checks daily. You will be more likely to catch any issues that arise and they will be more easily resolved at this time. Set up a time to review the bill on your last day.

10. 10. Distribute and collect evaluations. Evaluate speakers, educational sessions, meals, venue, service etc. immediately following sessions so that your captured audience will provide feedback.