Checklisting Is Essential for Business Aviation Events

Checklists are the backbone of business aviation operations, but they also make great planning tools for local and regional industry groups to organize, promote and execute successful events.

Start by creating a shared digital checklist for each event using a Google Doc or digital document template. Save the checklists in Google Drive, Dropbox or a similar platform that works best for you.

Assign an owner for each task to ensure equal delegation of responsibilities. Set clear deadlines to keep your team organized and on task.

Here’s a non-comprehensive list of important considerations for a basic event planning checklist:

• Budget: How are you funding it? Are you seeking sponsorships? Will there be paid tickets? Will the price be the same for members and non-members? Consider venue costs, signage, speaker fees, food/beverage costs and taxes.
• Sponsors: Give potential sponsors plenty of notice! Get high-resolution logos for the web, social media and event signage.
• Event date/time of day: How far in advance are you planning? Will it happen during lunch hour, after hours or all day? Rain or shine? Indoors or out?
• Venue: Will it take place at a hangar, hotel or restaurant? Consider parking, restrooms, Wi-Fi, electricity, audio-visual equipment, tables/chairs, linens, insurance, contracts, deposits and final bills.
• Catering: Should there be a meal or just appetizers? Will catering be in-house or hired?
• Speakers: Consider topics, timeframe and presentation. Get bios and headshots for marketing. Ask for contact info for follow-ups. Who will introduce the speaker?

Also, consider creating an event page on your website and use apps/software to collect RSVPs and fees. Will registration be in advance only or are walk-ups allowed?

Promote the event well in advance on your website and social media. Tag sponsors, speakers, hosts and VIPs. What’s the hashtag? Post the event on NBAA’s “Industry Events” calendar on nbaa.org.

For creating promotional graphics, graphic design tools like Canva can be helpful. Don’t forget to proofread!

Assign or hire someone to take photos and create a checklist of who should be photographed, including VIPs, sponsors and speakers.

A week before the event, run through the timeline and checklist to make sure everything is covered. The day before, hold a team huddle to make sure nothing has fallen through the cracks.

Soon after it’s over, schedule a debrief while the event is still fresh. Ask the group to name two successes and one thing to improve upon. Document these notes on the shared checklist.

Finally, relax and celebrate a job well done!

Review NBAA resources on regional groups and issues at nbaa.org/regional.