Are you trying to organize an event? Making sure you take care of all the details can be a daunting task, especially if you expect a big turnout. How can you ensure nothing is overlooked? you don’t miss anything?

As the most effective event planners know, taking the time to create a plan is the best way to make sure your meeting goes off without a hitch. For the optimal client experience and least amount of stress for you, here are the items you need to include on your event planning checklist.

Define Goals and Objectives


Before you make any big decisions, you need to know the ultimate goal of an event:

  • Is it to draw attention to a new product or service?
  • Is it to develop your company’s brand?
  • Is it to cultivate new sales leads?

These objectives can guide you through difficult decisions. Whenever you are confronted with choices, ask yourself: Which option best helps us achieve our goals?

Establish a Budget


The next step is to establish a hypothetical budget. If you are unfamiliar with some of your events’ expenses, such as planning for Catering and meals, Audio-visual equipment rental, researching and selecting your keynote speaker, arranging and hiring entertainment, as well as staffing requirements, make sure to do your research so your estimates are accurate.

It is essential that you create a budget to ensure there are enough funds to cover all necessary expenses. As you make decisions and the plan changes out of necessity, you may have to rethink your fund allotments. However, having an overall view of where money is being spent can help you redistribute funds effectively.

Build Your Team


It is impossible to organize an entire event by yourself. Luckily, assistance is always available you don’t have to — you can by building a team of professionals who will work together to create a truly great experience. As you search looking for team members, make sure you select have people with expertise in the following:

  • Sponsorships
  • Communications
  • Marketing
  • Registration
  • Venues and vendors
  • Catering
  • Scheduling
  • Project managing
  • Creative design


Pick Your Venue and Date


Now that you have a plan and team to carry it out, it’s it is time to make some concrete decisions. Deciding on a date and venue should come first, as they can drastically affect your other options and resources.

Experienced meeting planners know that a location should not  n’t be judged on size alone. Make sure you also look at the following factors:

  • Transportation options
  • On-site staff
  • Flexibility and variety of meeting facilities, including public spaces
  • Proximity to hotel accommodations and dining options
  • Thematic fit


Choose MassMutual Center for Your Event


MassMutual Center has the flexibility you need for your meeting location. With over 100,000 square feet available, you are sure to find the perfect space. For more information, give us a call at 413-787-6610 271-3259 or contact us online.