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Here are few important things to remember when you build your checklist: 1. The devil is in the details. Include as many details as possible, even if for your own reference. 2. Include an autodate/time stamp function so each time you update the checklist, the file keeps track of when you did it. 3. Incorporate a way to communicate your checklist. Not every event participant needs your level of detail, nor does everyone need to see the budget. But do develop a nice summary style interface that people can scan for information. Spreadsheets do not lend themselves well to this, but something like Bento by filemaker does. Linking spreadsheet detail to your database is simple. 4. Also incorporate a way to quickly and easily communicate checklist details to everyone. In Bento it is very easy to pull email addresses from your contacts and send the information in just a few keystrokes.
An ideal meeting planner checklist or event planning guide should comprise the goal and theme of the meeting; the agenda of the meeting; the venue of the meeting; an estimate of costs such as venue, refreshments, electricity, and decoration costs; the program of functions to be held and the cost of hiring a DJ and holding functions after taking auditions and getting quotations; initial cost quotations from different bidders on several items; list of sponsorships and the amounts for such sponsorships; the amount to be charged as admission fees; the tentative date of the meeting; the list of invitees and the list of VIPs to be invited; etc.
The difference between the two for me is that I put the really excruciatingly detailed info into the spreadsheet file. It is a bit more cumbersome, but I have a lot of freedom to add detail and manage the budget at the same time. The database I use references parts of the spreadsheet and is also linked to email addresses for the event participants. I can pull the data from the spreadsheet, drop it into the database, create a nice interface and communicate with everyone in a few keystrokes. A database style checklist can also do budget functions, but it is more difficult and time consuming to program.
One of the greatest benefits of using a party planning checklist like this is that it gets all of the things that need to be done out of your head and onto a planner where they will not be forgotten. Because it is written where you can easily review it, your mind can relax and not worry about losing track of any of the details. When you think of a task that you had missed before, simply write it on the checklist. Once a job is competed you check it off, and then forget it.
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Deciding on a planner is not a simple job. Instead of creating a checklist of what you would like to do, make a list of what you are reluctant to do and what you fear will happen. Once you have completed the assessments, your initial preparation time takes so much time that you simply do not have enough time to do anything beyond what you will need for the next day.