Event Preparation Checklist

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The Big Night Checklist: What to Do (and NOT Do) Before Guests Arrive

Your after-prom event is just hours away, and all the planning is about to pay off! But before the doors open, it’s crucial to check off some final preparations to ensure the night runs smoothly. Follow this checklist to avoid last-minute surprises and be fully prepared to host an unforgettable event.

1. Confirm All Bookings, Vendors, and Deliveries

Avoid any day-of disasters by double-checking that every vendor and service provider is on track.

What to Confirm:

  • Vendor arrival times (e.g., caterers, entertainers, security personnel)
  • Equipment and supply deliveries (e.g., tables, chairs, decorations, photo booth props)
  • Contact information for all key vendors and a backup point of contact

Make these calls early in the day to allow time for problem-solving if any issues arise.

2. Set Up Early and Run Tech Checks

Technical glitches can derail even the best events. Don’t wait until guests arrive to find out that the sound system or lighting isn’t working.

Setup Tasks:

  • Set up tables, chairs, and activity stations according to your floor plan.
  • Test all tech equipment, including:
    • Microphones and sound systems
    • Projectors and screens
    • Lighting and special effects (e.g., blacklights or strobes for a glow party)
  • Ensure power outlets and extension cords are safely arranged and accessible.

If possible, have vendors or tech-savvy volunteers on hand to troubleshoot.

3. Train and Assign Volunteers

Your volunteers are key to a smooth event. Take time to provide last-minute training and clearly define their roles.

Volunteer Tasks:

  • Assign specific areas and responsibilities (e.g., check-in desk, food stations, activity supervision).
  • Provide a quick orientation, including emergency protocols and key contacts.
  • Distribute volunteer materials, such as wristbands, schedules, and event maps.

Keep communication open throughout the night with walkie-talkies or group messaging apps.

4. Prepare an Emergency Kit

No matter how well you plan, unexpected hiccups can happen. A well-stocked emergency kit will help you handle minor crises quickly.

What to Include:

  • Duct tape (for quick fixes on decorations or cords)
  • First-aid supplies (band-aids, antiseptic wipes, pain relievers)
  • Portable phone chargers and power banks
  • Extra batteries (for microphones, flashlights, and other equipment)
  • Scissors, zip ties, and safety pins
  • Copies of vendor contracts and the event timeline

Having these essentials on hand can save you from potential disasters.

5. Do a Final Walkthrough

Before opening the doors, take a walkthrough of the entire venue to ensure everything is in place.

What to Check:

  • All areas are clean and organized.
  • Decorations and signage are set up correctly.
  • Activity stations and seating areas are ready for guests.
  • Emergency exits are clear and well-marked.

A final walkthrough allows you to catch small details you might have missed earlier.

Final Thoughts

Preparing for the big night is all about attention to detail. By confirming vendors, running tech checks, training volunteers, and assembling an emergency kit, you’ll set the stage for a successful event. With everything in place, you’ll be ready to welcome your guests with confidence and ensure they have an amazing time!