Final Launch Preparation

5.2.3- Final Launch Countdown – cash management

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In the days leading to your event, make sure you have your cash plans in order so that there is no confusion on the event day. A few things worth mentioning here;

1- You need to establish the amount of petty cash needed for tips and emergencies and put it aside. You can even assign somebody from your team the duty of keeping and managing that fund. Write down the amount along with the name of the person responsible in your Task Manager at your event page. This will allow easier followups. You can check out eventslisted.com/tours to see how that can be done.

2- Write checks for payments to be made for the day of the event. Some vendors require payments to be made immediately, so always note the payment dates down when finalizing contracts. You can use blinksale.com to manage your invoices. If there are any payments that need to be done on the event day, then make sure you have the checks ready, signed and stamped.

3- Use WalletProof.com for a quick and easy way to track your spending, and set cash budgets.

4- Make sure you add your petty cash withdrawal amounts to your management software. If you don’t have one already, try Mint.com. It allows you to view all of your banking and credit card transactions side-by-side, making identifying all of your transactions much easier and faster than ever before.

5- Another good site to bookmark is SalaryBase.com. It allows people to know their true market worth and to shift compensation information power to employees. SalaryBase aggregates anonymous and comprehensive up-to-date salary data and share this knowledge back to the community.

5.2.1 – Final Launch Countdown – last minute details

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Now that the event is ready to go - here are some of the important last minute details:

1- Hold training session with volunteers and secure two or three volunteers to assist with emergencies. This is also a good time to confirm the number of volunteers and make sure everyone is acquainted with each other. Let everyone know their schedules. Meet with all committees for last minute details. If anyone is falling behind, explain your concerns to them so that they can set things right. If you are located in different cities, you can use
Skype.com to communicate in live conferences.

2- Have a final walk through with all personnel. You can record this walk through and upload it in a private setting using mydeo.com. In this way the team can go through it again before the event day.

3- Finish seating/table arrangements. This will involve making sure that the vendors are there on time. Double-check arrival time and delivery times with vendors. Managing the contact details of vendors and suppliers can be tricky. You can use Keepm.com to download and view your contacts on your phone, laptop, or iPod.

4- If you have been using a good management tool then by now everything should be in order and under control. You should start using a management tool from the initial stages of your event planning. centerd.com is a tool specifically designed to plan and manage volunteers and teams for events. Its only good if you are planning private parties or smaller scale events - for bigger events you have to use other tools like planzone.com

5- Confirm attendance numbers. You can get this using the RSVP tool of your EventsListed.com event page. Make follow-up calls to news media for event coverage. Send reminder pings to your guests using pingg.com. It allows you to send professional and businesses stylish reminders and invitations.