Event planning - everything is going along smoothly - and then panic mode kicks in. You begin to doubt yourself. What have I forgotten to do? I'm sure there is something or someone I've forgotten to tell / ask / speak to about the event I've been planning for months.

Chances are we've all felt like this in the run up to a major event. Especially when that event is now only a few weeks away. All that planning and preparation and we're still not convinced the event will run at all, let alone smoothly.

OK, before you start to hyperventilate. Let's go back to the beginning, actually a better way would be to start with the actual event.

• What date have you chosen? When is that in respect to where you are now? Open you calendar and notepad and start filling in the blanks
• What venue have you chosen? Have you spoken to them recently? Have you paid the deposit? When does the balance need to be paid by? Have you confirmed the details of the event? This will come to you in the form of an event running sheet. If you haven't received one, now is definitely the time to speak to the venue coordinator.
• Who is going to be speaking at the event? Have you briefed them? Do they need a deposit to be paid? When by? Have you paid it? Do you have a introductory bio of them? Who will be introducing them? What about timing? Does everyone have the right schedule.
• What promotional material will you need for the event? Do you have marketing material? Do you have promotional stands you will need to erect for the event? Have you got them already? Do you need to have some made? What else were you planning on giving away? Anything? How many units will you need to take? Hint add a few more, just in case.
• Registration for the event: Will you have name badges? Who will be checking people in? Will people be paying on the day (hint - try and avoid this if at all possible - it can get very messy).
• RSVP's: Have you given a date when people should respond to you by? Give yourselves a couple of weeks before the date of the event, to give yourself time to chase the stragglers. Email reminders a couple of days before the actual event to remind people where they will be on the day.
• Who did you invite? And how did you send out the invitations?
• What is the event promoting?
• Is it a pay as you go? Or a free to attend event? Both have their own sets of limitations and problems
• Have you visited the venue? Or have you entrusted the entire thing over to an event organiser? Have you taken their costs into consideration for break even?
• Are you giving speaker gifts? Or are you paying them?
• Are you keeping everyone informed of the stages of the planning for the event?
• Is it residential? Is it more than one day? Is accommodation organised? Or are they doing their own?
• Parking and locations? Where is it? Provide a map and suggestions for parking and if you can - whether it is metered or pay on exit. How can you know this? Well first hand knowledge is good, but there are plenty of Internet based sites with this info.

If you've ticked all those things off, then you can stop panicking now. And if we have given you some food for thought, all well and good, as it means you know where the holes are in your event plan and you can plug those gaps right now.

Happy event planning.