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, yet most event planners don’t get it right.
While there’s no ‘one size fits all’ to follow, there are some basic guidelines for organizing your event planning checklist.
4 Tips To Create an Event Planning Checklist
- – Use your event objective and budget to create an event checklist so you don’t miss any steps
- – When putting your checklist together, start with the basics and add line items as you continue to plan your event
- – 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.
- – 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; you’ll need to customize it to meet your event needs.)
Whether you’re planning one or multiple events simultaneously, your event checklist will keep you organized and allow time to troubleshoot before a (potential) problem arises.
Watch today’s Event Planning BlueprintTV because we’re discussing creating the perfect event planning checklist for every 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 – Once you know what type of event you’re hosting and the overall feel that it should have, start to consider venues. You don’t want to rush into choosing a location without thinking about how it will fit into your event’s overall plan, so take some time to research and find the right place. When searching, don’t just look at the price – think about other factors like accessibility, parking, or catering options too!
#3 – Food & Beverage – will you use a caterer or an onsite F&B team?
#4 – Event agenda – what is the event’s objective, and is entertainment booked? If you’re planning a conference or workshop, get in touch with any featured speakers, panelists, or performers, so they know what to expect and have enough time to prepare too! In addition to ensuring they are on board with your concepts, this is also an excellent time to work together on other aspects, such as presentation topics or any additional multimedia you may need. Once the speakers, performers, and other team members are all confirmed, create a schedule that includes specific times for their talks so that attendees know when everything will happen.
#5 – Marketing – develop a marketing plan and promotional materials. Whether doing a live event or hosting an online one, having an excellent promotional strategy will increase attendance and ensure maximum impact for your efforts. Promotional material can include printed flyers, website/social media pages, email marketing campaigns, etc. Make sure you have all of these in place with clear and engaging content so that people can easily find out about the event and get excited about attending it.
#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 your 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 they know 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 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 essential 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 didn’t work before, during, and 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!