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Blog article 2 min read

Ensure compliance and easy task management with Checklist

Event planning responsibilities have become decentralized. Professional event teams were cut during Covid, but events are back to pre-pandemic levels.

Now, every team is responsible for planning their own events, but not everyone is aware of company policies and important tasks slip through the cracks.

That's the reason behind Planned's latest feature: Checklist.

See how checklist works in this 1 minute product tour

It is a checklist that pre-populates with event planning tasks to help companies ensure policy compliance in meeting and event planning across their organization.

For people who have a multitude of responsibilities beyond planning events, searching through lengthy documents for the policies that pertain to them is not a welcome task.

This is how things get missed and opportunities for savings are lost.

When a company centralizes their event planning on Planned, their custom policies are embedded into their experience on the platform.

When an event planner fills out the event brief to create their event, the custom checklist is automatically created. Key information like Categories added, Event type, and the company's custom fields trigger the relevant policies to populate the checklist with time-oriented tasks.

Some might be event detail specific, like getting transportation insurance coverage if transportation has been selected as an event need. Other generic policies can be triggered for every event, like submitting expense reports.

Examples of tasks

  • Create attendee list: Create an attendee list. Highlight leadership attending and make note of which team members will require travel and where they will be traveling from.
  • Send out RSVP survey: Inform your team of the dates & location of the event and send out the RSVP survey.
  • Test AV: Test presentations and internet connections.

Task deadlines can be set to a number of days before or after the event, or can be set to the day of the event.

As well, the event planner can add tasks beyond what is pre-populated. They can self-assign tasks, or assign to collaborators.

People are notified for the tasks they are responsible for in advance of the deadline, on the deadline, and when tasks are overdue.

It's flexible, too, because we know things can change out of the blue when planning complex events. If the event date changes, the deadlines for the tasks will all shift appropriately. Likewise, if a detail is added to the event brief, removed, or changed in the event, the tasks adjust automatically.

How it exists within the flow on Planned

  1. Create your event by filling out the event brief.
  2. The checklist is automatically generated.
  3. Proceed through the planning workflow of sourcing, booking, and planning.
  4. Review and add tasks as necessary.
  5. Complete tasks as they are due.
  6. See all your completed tasks in a drop-down section.

Return on investment from planners to procurement

When your entire organization plans their events through Planned, you no longer need to educate individual planners on complex policies.

With complete compliance across a meeting and event program, time and cost savings are inevitable.

And every event planner will love it, too. With checklist, they automatically have an organized view of everything that needs to be done for the event, and don't have to worry about remembering different tasks, especially when in charge of more than one event.

With in-app and email notifications, occasional planners can attend to their other responsibilities knowing they will be notified when their attention is needed.

What's next

Future iterations of checklist will enable a procurement view on policies from the event overview page, where the procurement admin would be able to see the status of tasks for each event they oversee.

Book a demo to see the checklist and full suite of event planning features in action.