Recently I agreed to do an event at the Slow Roots Food and Music Festival and I had agreed to do the event before going over details. It's a learning experience, I know, and in the early days that followed, I ferreted out details from the hosts. As I requested items, including a fee, my friend Kathy Gehrt suggested writing a post on an event checklist.
So here's one of those useful tip posts to help navigate the waters of event ambiguity.
Here are five tips for your event checklist:
1. Ask a lot of questions
- Who (is your contact? Get email, phone, best time for contact?)
- What (lecture, talk, demo, class, how long, what is the line-up?)
- Where (how far, parking, unloading, general set-up--inside, outside)
- When (when are the biggest crowds most likely? check calendar, write it down)
- How (many other presenters?)
2. Check the organization's web page. Try and imagine that you are at the event. Make a list of things the presenter needs to do to meet your needs. For example--at the Slow Roots Festival I need a two burner set-up, a handwashing station and an assistant.
3. Mention fees long before the event; have a handy list of what you charge.
4. Know the things that are most important for your event.
- Stove, burners, kitchen equipment, assistants
- Props and books for show and tell presentation
- Parking arrangements at the event, unloading, prep time and place
5. Make a list of what you need early on. That way, if you need additional items from the hosts, you can ask well before the event and you can be more relaxed the day of the event because you took the time to get organized early.
The less ambiguity and murky details you can clear away before the event, the smoother your presentation will go.