Checklists

Table 1. Event Planning and Scheduling Template

Phase	Milestone	Key Tasks	Responsible	Deadline/Timeline
Pre-Event	Strategic Alignment & Budgeting	• Define overall event strategy • Finalize preliminary budget estimates • Identify key speakers	Strategic Planning Team	12–18 months prior
Pre-Event	Marketing & Outreach Launch	• Develop digital campaigns • Design event pages • Segment target audience	Marketing & Communications	6–12 months prior
Pre-Event	Registration & Onboarding	• Set up registration forms • Integrate CRM • Launch pre-event webinars & ILA modules	Operations & IT	3–6 months prior
Event-Day	Technical Rehearsals & Final Checks	• Conduct full system tests • Run simulation drills • Confirm logistics with vendors	Operations & Technical Team	1–3 months prior; daily during event
Post-Event	Outcome Reporting & Follow-Up	• Compile session recordings • Analyze feedback and metrics • Prepare and distribute outcome reports	Evaluation Team	Immediately after; ongoing

---

Table 2. Venue Management Checklist

Checklist Item	Description	Responsible	Status
Site Selection	• Central location with easy access • Meets ADA and accessibility standards	Venue Coordination Team	Pending
Onsite Layout	• Design registration area, main auditorium, breakout rooms, networking zones, support areas	Logistics Team	In Progress
AV Systems & Internet	• High-speed Wi-Fi • High-definition cameras, sound systems, digital signage	Technical Team	Confirmed
Vendor Coordination	• Secure contracts with catering, security, IT support • Review SLAs and backup plans	Procurement Team	Pending
Emergency and Safety	• Establish evacuation routes, first-aid stations • Coordinate with local emergency services	Safety Team	In Progress

---

Table 3. Registration, Check-In, and Badge Management Template

Component	Key Requirements	Tools/Systems	Expected Outcome
Digital Registration	• Customizable registration forms • CRM integration • Automated confirmations	Integrated online registration platform	Seamless, personalized onboarding
Onsite Check-In	• Digital kiosks • Mobile app-based check-in • Dedicated support desks	Self-service kiosks, mobile app, RFID scanners	Quick and efficient participant check-in
Badge Management	• Custom-branded digital/physical badges • QR code integration • On-demand printing	Badge design software, onsite printers	Accurate, secure access control
Post-Event Credentialing	• Award micro-credentials • Integrate with ILA • Digital badge verification	Integrated Learning Accounts (ILA) system	Recognized achievements and verified skills

---

Table 4. Technical Infrastructure Setup Checklist

Component	Requirements	Testing & Verification Steps	Contingency Plan
Cloud Hosting & Scalability	• Auto-scaling, redundancy, global CDN • Secure, high-performance cloud services	• Load testing • Redundancy simulation • Real-time monitoring	• Backup data centers • Auto-failover systems
Virtual Platform	• Full integration of virtual venue areas • Real-time interactive tools (chat, Q&A, polls)	• Dry runs • Simulation drills • User acceptance testing	• Secondary platform activation
Onsite AV Systems	• High-definition cameras • Professional microphones and mixers • Digital signage and live streaming	• Onsite rehearsals • Connectivity tests • Equipment backup check	• Spare equipment and technical support teams
Cybersecurity Measures	• End-to-end encryption • Firewalls, intrusion detection, vulnerability scanning	• Regular security audits • Penetration testing	• Incident response protocols, additional security layers

---

Table 5. Marketing and Outreach Campaign Template

Campaign Element	Objectives	Channels/Tools	Key Metrics
Pre-Event Digital Campaigns	• Build awareness and anticipation • Drive early registrations	• Email marketing, social media ads, content marketing	• Click-through rates, conversion rates
Social Media Content	• Engage global audiences • Generate interactive content (teaser videos, interviews)	• Platforms like Twitter, LinkedIn, Instagram	• Engagement metrics, shares, reach
Influencer Partnerships	• Leverage industry leaders to amplify GRF’s message • Enhance credibility	• Collaborations with industry influencers, guest posts	• Influencer reach, engagement rate
Content-Rich Previews	• Highlight key themes and speakers • Drive participant interest	• Teaser videos, blog posts, interactive landing pages	• Video views, social shares, page visits
Post-Event Communication	• Share outcomes and key insights • Maintain community engagement post-event	• Email newsletters, digital repositories, social media posts	• Open rates, feedback scores, repeat engagement

---

Table 6. Post-Event Evaluation and Reporting Checklist

Component	Key Activities	Tools/Systems	Outcome/Impact
Data Collection	• Capture live session data • Collect participant feedback via surveys	• Real-time dashboards, survey platforms	Comprehensive dataset for analysis
Outcome Reporting	• Synthesize insights into detailed reports • Highlight key performance metrics	• Analytics software, reporting tools	Clear, actionable post-event reports
Feedback Mechanisms	• Deploy post-event surveys • Utilize AI sentiment analysis for qualitative feedback	• Digital survey tools, AI analytics platforms	Continuous improvement insights
Follow-Up Initiatives	• Organize post-event webinars and roundtables • Establish ongoing working groups	• Virtual collaboration platforms	Sustained engagement and project implementation
Documentation & Archiving	• Archive session recordings • Maintain searchable digital repositories	• Content management systems, cloud storage	Long-term access to GRF knowledge and insights

---

Table 7. Corporate Roundtables and Stakeholder Engagement Template

Session Type	Key Focus Areas	Format	Deliverables
Thematic Roundtables	• Sustainable finance, digital transformation, integrated risk management	• Moderated discussions with mixed stakeholders	• Strategic recommendations, action plans
Interactive Workshops	• Cross-sector innovation, policy advocacy, collaborative problem solving	• Breakout sessions with real-time collaborative tools	• Working group reports, documented outcomes
Virtual Roundtables	• High-level corporate strategy and governance discussions	• Live, interactive online sessions	• Executive summaries, follow-up session schedules
Hybrid Forums	• Public–private partnership models, ESG integration, innovation ecosystems	• Integrated onsite and virtual sessions	• Policy briefs, partnership proposals
Follow-Up and Continuity Forums	• Continuous engagement and iterative strategy refinement	• Regular post-event webinars and online forums	• Updated action items, ongoing collaboration roadmaps