Event checklist – Wellington Convention Centre

L-Oreal Fashion Show - Audience

All events booked in our venues include the services of a professional event coordinator who is able to suggest ideas and assist you with the planning and delivery of your event. 

Organising and running successful events is what we do and our experienced team can provide you with some helpful tips to get you off to a great start. 

This checklist is designed by our event management team to help you plan your event with Wellington Convention Centre: 

Before Booking

  • Check your event does not clash with public holidays, or other events that may affect your attendance
  • Carry out venue inspection – make sure you choose the appropriate space for your type of event, and book well in advance
  • Prepare an event budget
  • Consider the number of people attending and ensure you book the correct sized venue

12 months prior
(or at contract confirmation)

  • Appropriate meeting spaces booked to accommodate your program (consider plenary, hospitality rooms, exhibition space, and catering areas)
  • Signed contract, terms and conditions and first deposit returned to venue
  • Submit initial floorplans for any tradeshow for approval prior to space going on sale to exhibitors
  • Confirm any speakers and key attendees for the event
  • Venue event coordinator, catering consultant and technical advisor should be assigned and initial planning meeting should take place

6 months prior

  • Second deposit due
  • Source catering and technical quotes and additional cost item estimate form venue
  • Any marketing collateral, exhibition manual or published program identifying venue submitted to event coordinator for approval
  • Advise attendees of meeting date, send out invitations where required

 3 months prior

  • Final deposit due
  • Meeting with event coordinator to update event progress, discuss meeting room requirements, health and safety plans, etc
  • Organise accommodation and flights for speakers and key attendees as required
  • Advertise the event (especially for public events)

 20 days prior

  • Final event schedule and program provided to the venue
  • Catering requirements finalised and estimated catering numbers submitted
  • Technical requirements finalised (includes sound, AV, lighting, telecommunications)
  • Security, staffing and cleaning requirements finalised
  • Room setups and equipment requirements confirmed
  • Signage requirements finalised
  • Exhibitors to confirm venue requirements with venue (where applicable)
  • Pack-in and pack-out schedule agreed

 2 weeks prior

  • Venue event sheet, relevant floorplans and estimated costs forwarded to organiser for approval and sign-off
  • Approved venue sheet distributed to venue departments
  • Public liability certificate required (as necessary)

 5 days prior

  • Additional estimated costs paid
  • Final catering numbers and special dietary requirements submitted
  • Three (3) business days prior to event – table allocations for catering events submitted
  • Delivery information confirmed
  • Pre-briefing session to run through event specifics with venue staff

 Post event
(1-2 weeks after conclusion)

  • Within two (2) days any items remaining in venue collected
  • Within seven (7) days final account completed and sent to organiser for approval
  • Final payment made within ten days of receipt of invoice
  • Event debrief held with venue staff and feedback received to be actioned

 

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