The Event Planner’s Checklist provides you a timeline for submitting critical event information to your Event Manager to coordinate your successful event.

Event Planner's Checklist

12 Months Prior to Your Event

  • Provide a copy of last year’s annual meetings and convention resume.
  • Place your Event Manager and catering Sales Manager on your mailing list.
  • Submit eight scaled copies of your exhibit floor plans to your Event Manager to seek fire marshal approval. These items should be submitted prior to selling any booth space.

Nine Months Prior to Your Event

  • Define daily usage of function space (rough draft of resume/function book).
  • Review services and policies with in-house service contractors (catering, audiovisual, electrical, security and event communications).
  • Provide information regarding any potential outside service suppliers, including:
  • Meeting planning consultants
  • Exposition service contractor (decorator)
  • Production company
  • Audio-video company
  • Event security provider (for non-public events)
  • Transportation
  • First aid
  • Registration firm

Six Months Prior to Your Event

  • Submit an exhibitor service kit and exhibitor list.
  • Submit eight scaled copies of your revised floor plans (exhibit hall and lobby) to your event manager for approval by the fire marshal.
  • Submit preliminary meeting room schedule and set up requirements for review (updated resume/function book).
  • Discuss preliminary food and beverage needs with your catering sales manager.
  • Submit your transportation plan (buses, shuttles, etc.). Your event manager will review with the Phoenix Street Transportation Department and Phoenix Police Department on your behalf.

Three Months Prior to Your Event

  • Submit your revised meeting room schedule and set-up requirements for review (updated resume/function book).
  • Submit theatrical or heavy exhibit hall-rigging (50 lbs. per point or more) requests to in-house audio-video contractor.
  • Submit phone and fax orders to the Event Communications Division.
  • Submit preliminary security schedule for review.
  • Schedule food- and beverage-tasting with your catering sales manager.
  • Finalize outside service contractor arrangements:
    • Meeting Planning Consultants
    • Exposition Service Contractor (Decorator)
    • Production Company
    • Audio Video Company
    • Event Security Provider (for non-public events)
    • Transportation
    • First Aid
    • Registration Firm
    • Website Event Listing Form

Two Months Prior to Your Event

  • Schedule pre- and post-convention meetings.
  • Lock in equipment rental rates with your event manager.
  • Contact insurance providers for event insurance, the Tenant User Liability Insurance Program (TULIP), may be able to assist you.

One Month Prior to Your Event

  • Rental balance and advance service deposit (if required) are due.
  • Submit emergency evacuation plan to your event manager.
  • Certificate of insurance naming the city of Phoenix as additional insured is due.
  • Final exhibit hall and lobby floor plans are due (final resume/function book).
  • Final exhibit hall schedule of events is due.
  • Final meeting room schedule and set-up requirements are due.
  • Final security plan is due. Subject to approval by your event manager.

Three Days Prior to Move-in

  • Guarantee guest count for food and beverage service with your catering Sales Manager.
  • Full pre-payment of food and beverage due (unless satisfactory credit arrangements have been made with your catering sales manager).