📝 Lesson 2: Event Planning Checklist

📝 Lesson 2: Event Planning Checklist

🛠️ Pre-Event Coordination

• Hold internal kick-off meeting

• Discuss: invitation cards, RSVP timeline, F&B, gifts

• Align with “Big Four”

📨 RSVP Strategy

• Use Odoo/CRM tools

• Estimate:

  • 60% RSVP rate

  • 60% of RSVPs attend

  • Arrange for 80% of confirmed headcount

Here is the structured set of FAQs and 10 MCQs for:

📝 Lesson 2: Event Planning Checklist

📌 FAQs – Lesson 2: Event Planning Checklist

Q1. Why is an internal kick-off meeting important before the event?

A: It ensures all departments are aligned on goals, responsibilities, timelines, and expectations for a smooth event execution.

Q2. What topics should be covered in the kick-off meeting?

A: Key topics include invitation cards, RSVP process and timeline, food and beverage (F&B) arrangements, gifts, and coordination with the “Big Four” planning pillars.

Q3. How should we use the “Big Four” in the checklist process?

A: Use it as a guide to structure discussions and ensure nothing critical—like venue, survey, partners, or invitees—is missed.

Q4. Why are CRM tools like Odoo recommended for RSVP management?

A: They allow you to track invitations, responses, and attendance status efficiently and provide real-time updates for team coordination.

Q5. What is the expected RSVP rate, and how is it calculated?

A: The average RSVP rate is 60%, meaning 60% of those invited are expected to respond.

Q6. What does “60% of RSVPs attend” mean in real numbers?

A: If 100 people RSVP, only 60 are likely to show up. Hence, plan based on actual attendance rather than just RSVPs.

Q7. Why should we arrange F&B and gifts for only 80% of confirmed headcount?

A: This reduces waste and optimizes budget, as not all confirmed attendees will turn up on the day.

Q8. Is it risky to under-order based on 80% attendance?

A: Not if you're using historical data and conservative RSVP estimates. Keep buffer items ready but don’t overcommit.

Q9. How does aligning gifts and F&B with RSVP data improve planning?

A: It helps you avoid over-purchasing, minimizes cost overruns, and ensures resource allocation matches expected turnout.

Q10. Should RSVP timelines be shared with customers?

A: Yes. Clear deadlines encourage timely responses and make follow-up easier for the organizing team.