🎉 Organizing Events & Activities

Checklist for planning and running office events and activities in Shanghai.

Before the Event

✦Organize & Assign: Form a committee (3–5 owners recommended) and assign owners for all checklist actions.

✦Define Event: Clarify purpose, objectives, and target audience.

✦Plan Logistics: Select and confirm date, time, and venue. Event Spaces Guide →

✦Create Agenda & Confirm Audience: Develop a detailed schedule and confirm all guests and speakers.

✦Send Invitations: Distribute event details (agenda, schedule, pre-reads) at least one week prior. Attach the Zoom link.

✦(Where applicable) Tech: Pre-test all equipment with ITS before the event.

✦(Where applicable) Budget: Set budget, confirm cost center, and get approvals. Order decorations, food & beverages, swags in advance.

✦(Where applicable) Recognition: Prepare awards, certificates, or recognition items.

✦(Where applicable) Promote & Register: Promote internally and set up a registration process (e.g., Google Forms or RSVP email). Use the 19F entrance screen for promotion — raise an ITS ticket to set it up.

✦(Where applicable) Send Reminders: Send reminders to attendees before the event.

During the Event

✦Venue Setup: Arrive early to set up and test all equipment. Contact ITS or the workspace team for unexpected issues.

✦Manage Schedule: Track progress and adjust as needed.

✦(Where applicable) Assign Roles: Staff key roles — registration, guidance, troubleshooting.

✦(Where applicable) Capture Media: Take photos, videos, and record the Zoom session for documentation.

After the Event

✦Collect Feedback & Retro: Gather attendee feedback (surveys, discussions) and run a post-event committee review.

✦Share & Document: Distribute event materials, recording, and highlights to attendees. Archive everything (including survey results) in Google Drive.

✦Post / Newsletter: Share event highlights via a post or newsletter. Evaluate success against objectives and identify improvements.