February 01, 2000
Meetings & Conventions: Planner's Portfolio February 2000 Current Issue
February 2000 ChecklistPLANNER'S PORTFOLIO:




The following checklist was compiled with the help of Andrea Michaels, president, Extraordinary Events, 13425 Ventura Blvd., Suite 300, Sherman Oaks, Calif. 91423


  • Consider forming an awards committee made up of members from all departments that confer awards.
  • If an event producer will be hired, include him on the committee.
  • Create a flowchart that outlines the responsibilities of each committee member. Include decor, audiovisual, invitations, and food and beverage.
  • Establish dates for awards committee meetings, issue reminders and agendas, and distribute meeting notes.

  • List categories and the number of winners in each category.
  • Prioritize categories in order of importance.
  • Decide what form of recognition each winner will receive (appearance on stage, photo on screen, name on screen, stand up in audience, name printed on program, certificate, presentation of a physical award).
  • Decide whether winners should be notified in advance that they have won.
  • Establish a time line for determining winners, so awards and print materials are not last-minute.

  • Is the ceremony an annual event with established traditions? If so, make a list of elements that consistently have worked well, and note elements that should be changed.
  • Decide what format the ceremony will have: awards followed by dinner, dinner followed by awards or awards during dinner.
  • Will winners be brought on stage to receive awards? Will awards be brought to winners’ tables? Or, if winners have traveled to the ceremony, will awards be mailed to their homes?
  • Incorporate the theme into the ceremony. If the company did not meet its goals, the theme should be conservative. If the company is downsizing or anticipating a merger, the theme should be motivational.
  • The theme should be original, catchy and pertinent, and it should reflect the company’s current culture.
  • Develop a short slogan and a logo that effectively communicate the theme.

  • Get a complete list of the winners, plus biographical information and photos, if you plan to use them.
  • Send invitations to attendees.
  • Have a committee member or travel agent coordinate necessary travel arrangements.
  • Keep track of acceptances and regrets.
  • Order awards and have them engraved with each recipient’s name, the name of the specific award, and the theme and date of the banquet. Place the order as early as possible to leave enough time for errors to be corrected.
  • Have awards shipped to the event site, and check to make sure they have arrived undamaged.
  • Determine which (if any) executives will be on stage as part of the presentation.
  • Arrange rehearsal time for all personnel, including award winners, if appropriate.
  • Provide a full script and cues to all personnel prior to rehearsal, including rules on length of acceptance speeches, where to walk, protocol, etc.
  • Coordinate the timing of food service with banquet staff.
  • Mark winners’ tables for floor runners and spotlight operators, and designate their positions on a seating chart.
  • Mark the stage for individual positions of the master of ceremonies, executives and winners.
  • Be sure the stairs to the podium are well lighted.
  • Check that awards are placed in order of presentation.

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