Having the right event planning checklist is what will (or won’t!) make your event a success.
It’s one of the most important pieces of planning any event, and yet most event planners don’t get it right.
While there’s no ‘one size fits all’ to follow, there are some basic guidelines to use when putting together your event planning checklist.
4 Tips To Create an Event Planning Checklist
#1 – Use your event objective and budget to create an event checklist so you don’t miss any steps
#2 – When putting your checklist together, start with the basics and add line items as you continue to plan your event
#3 – Use Google Docs, for example, to share your event checklist (or parts of it) with your clients, if they’re responsible for anything in the planning stage.
#4 – Once the event is over, complete an event post mortem to build an event planning checklist for your next event.
To get started, click here to get your free-event-planning-checklist. (**This is a sample and you’ll need to customize it to meet your event needs.)
Whether you’re planning one event or multiple events at the same time, your event checklist will keep you organized and allow time to trouble shoot before a (potential) problem arises.
Now watch today’s episode of EventPlanning BlueprintTV because we’re talking about how to create the perfect event planning checklist for every you event you plan.
Key Areas to Include
When putting your checklist together, here are some key areas to include:
#1 – Event supplies – what do you need to add to your event toolbox for this event? For example, scissors, what kind of tape(s), staples, hair bands, bobby pins, markers, etc.
#2 – Event venue – what venue is right for your event and who is in charge of sourcing the venue and meeting with the venue’s team to complete a walk through?
#3 – Food & Beverage – will you use a caterer or onsite F&B team?
#4 – Event agenda – what is the objective of the event, is entertainment booked?
#5 – Marketing – develop a marketing plan and promotional materials.
#6 – Sponsorship requirements – if sponsors are part of your event, create a sponsorship proposal and package.
#7 – Invitations – design and deliver invitations to the event guests and include an RSVP date.
#8 – Event registration – on the invitation, let guests know how to register or RSVP for the event. Set up yur event registration through your website or platforms such as eventbrite.com.
#9 – Permits & licensing – if required, get liquor, event or parking permits for your event.
#10 – Your event team – how many people are required to run the event and what roles do they have? Prepare an event script for each team member so he/she knows what is happening and when throughout the day.
#11 – Event signage – design and print event signs directing people to registration, toilets, coat check, and other important areas for the event.
#12 – Set up and tear down – know when this will take place and what team members are in charge of setting up and/or tearing down the event.
#13 – Event budget – prepare an event budget, monitor your spending and put all event expenses into a spreadsheet or other event software you use.
#14 – Event evaluation – often overlooked, yet an important piece of planning and learning, take time at the end of the event to sit down with your client and your team to review what worked well and what didn’t work before, during and after the event.
We’d love to hear from you.
In the comments, let us know how an event planning checklist helps you stay organized.
Here’s to your success!