Event advance checklist

Everything to confirm before the Member arrives.

What this template is

A checklist for advancing any public event, from site walk to run of show to debrief.

When to use it

Use for every public event, press conference, tour, roundtable, or district visit.

The template

EVENT ADVANCE — [Event] — [Date]

BASICS
[ ] Host confirmed (name, cell)
[ ] Purpose and audience confirmed
[ ] Press posture: open / closed / photo only
[ ] Expected attendance

SITE
[ ] Site walked (photos attached)
[ ] Vehicle drop-off and route to room
[ ] Room size, seating, accessibility
[ ] Audio, podium, signage, backdrop
[ ] Holding room / restroom

PEOPLE
[ ] Greeter
[ ] Staffer with the Member
[ ] Press contact
[ ] Photographer

RUN OF SHOW
[Time] Arrival
[Time] Greeting / holding
[Time] Remarks ([X] minutes)
[Time] Q&A / tour
[Time] Departure

MATERIALS
[ ] Remarks / talking points
[ ] Briefing memo circulated
[ ] Local facts sheet

AFTER
[ ] Photos captured
[ ] Social posted
[ ] Debrief noted

Annotated example

RUN OF SHOW
10:00 Arrival at loading dock entrance (not main lobby — construction)
10:05 Greeted by plant manager in holding room
10:15 Remarks, 5 minutes, podium with office banner
10:25 Floor tour, hard hats provided, no press on the line
10:45 Departure

What each section is for

Site walk: photograph everything, including the walk from the car.
Press posture: get it in writing from the host.
Run of show: times and names, not descriptions.
After: the debrief is what makes the next event better.

Common mistakes

Skipping the site walk
No hard end time given to the host
No plan for an unexpected camera
Forgetting accessibility