Event Checklist (At Least 6 Weeks Before the Event)

Planning

1. Choose an Appropriate Venue
   Select a venue that suits the size and nature of your event. Consider whether there will be a virtual component. Ensure the space accommodates attendees with necessary tables or grooming stations. For grooming contests, clarify whether contestants must bring their own tables and how dogs will be housed. Obtain a written contractfrom the venue outlining all costs and what is included. You will likely need a certificate of insurance—have it ready. Confirm what equipment the instructor requires and have extra power cords and adapters for both Apple and PC products.

2. Centralize Event Materials
   Set up a shared Google Drive or Dropbox folder accessible to all planning committee members to store important documents and resources.

3. Confirm Speakers and Judges
   Secure speakers and judges with a detailed contract. Request a headshot, bio, topic title, and presentation description—clearly state deadlines for submission in the contract. Create a group chat to streamline communication. Contracts should outline compensation, non-compete clauses within a defined time/distance, marketing expectations, and cancellation terms. Decide who will arrange travel and lodging—will you book directly or reimburse expenses?

4. Set Event Date and Time
   Confirm and communicate the official start and end times of the event.

5. Establish Payment and Refund Policies
   Choose a payment processing method and clearly define your refund and cancellation policies.

6. Plan Amenities
   Determine what will be offered to attendees (e.g., food, beverages, swag bags). Assign responsibility for each amenity.

7. Create a Supply List
   List everything needed to host the event, including speaker requirements. Allow adequate lead time to order and receive supplies.

8. Set Pricing
   Decide on general admission pricing and any discounted rates or added perks for members.

Online Considerations

1. Know Your Platform
   Familiarize yourself with the virtual platform, including how to mute participants, record sessions, and download the recordings.

2. Secure Recordings
   Upload recordings to a password-protected webpage. Avoid relying on platforms like Facebook, which do not offer true content protection.

3. Consider Vimeo
   Use platforms like Vimeo to prevent unauthorized downloads and maintain video quality.

4. Set Access Duration
   Decide how long attendees will have access to the recordings after the event.

5. Record in Segments
   Keep recordings under an hour per session to allow for easier editing, downloading, and viewing.

Marketing

1. Form a Marketing Committee
   Assign a team to handle all marketing responsibilities for the event.

2. Create a Facebook Event Page
   Include key details such as event description, pricing, amenities, exclusive member benefits, payment link, association signup link, and speaker/judge info.

3. Design Sales Posts and Graphics
   Use tools like ChatGPT or Gemini for strong copywriting. While they may not generate high-quality images, their written content can serve as a great foundation for sales posts. Pair with visually engaging graphics created in tools like Canva or Adobe Express.