event planning checklist

Venue Selection

  • Identify the specific goals and objectives of the event
  • Consider the target audience and desired outcomes
  • Consider the availability and convenience for attendees
  • Take into account any scheduling conflicts or competing events
  • Conduct online research to find potential venues
  • Consider factors such as location, size, and amenities
  • Schedule visits to the shortlisted venues
  • Assess the suitability of each venue based on criteria
  • Take note of the ambiance, layout, and facilities
  • Contact the chosen venue to confirm availability on the preferred date
  • Make a reservation or book the venue as soon as possible
  • Estimate the number of attendees expected
  • Ensure the chosen venue can accommodate the anticipated crowd
  • Evaluate the proximity to transportation hubs and major landmarks
  • Check for parking availability and ease of access
  • Request pricing information and package details from potential venues
  • Compare the costs and benefits of each option
  • Ask about services like catering, audiovisual equipment, or event planning assistance
  • Consider the availability and cost of these additional offerings
  • Carefully review the contract provided by the venue
  • Negotiate any necessary changes or additions to the terms
  • Check local regulations and requirements for hosting events at the chosen venue
  • Obtain any necessary permits or licenses in advance
  • Discuss the desired event layout and setup with the venue
  • Ensure they can accommodate any specific requests or requirements
  • Inform the venue about any audiovisual, lighting, or staging requirements
  • Discuss technical specifications and ensure they can be met
  • Provide the venue with a final guest count and any special requests
  • Confirm all logistical details, including timing and setup

Budget Planning

  • Review event objectives and create an estimated budget based on projected expenses and revenue
  • Consider previous event budgets and any financial constraints
  • Consult with key stakeholders to determine the maximum budget allocation
  • Identify the main expense categories for the event
  • Estimate the percentage or amount of the budget to allocate to each category
  • Consider the priorities and needs of the event when allocating funds
  • Research potential vendors and suppliers for each expense category
  • Contact vendors to request price quotes or estimates
  • Ensure that all necessary services and items are included in the quotes
  • Compare the price quotes received from different vendors
  • Consider the quality, reputation, and reliability of each vendor
  • Negotiate with vendors to potentially lower the prices or obtain additional services
  • Review and analyze all the gathered information and quotes
  • Make any necessary adjustments to the budget based on the available funds
  • Create a spreadsheet or budgeting tool to track expenses and update it regularly
  • Research potential sponsors or funding opportunities for the event
  • Contact organizations or individuals to discuss sponsorship possibilities
  • Create a sponsorship package outlining the benefits and opportunities for sponsors
  • Contact the chosen venue to inquire about any additional costs or fees
  • Consider expenses such as venue rental, setup fees, cleaning fees, or equipment rental
  • Ensure that the final budget includes all venue-related expenses
  • Anticipate potential hidden costs such as taxes, gratuities, or service charges
  • Factor in unexpected expenses that may arise during the planning process
  • Allocate a contingency amount in the budget to cover unforeseen costs
  • Develop a plan to address potential budget changes or reductions
  • Identify areas of the budget that can be adjusted or reduced if necessary
  • Communicate the contingency plan to relevant team members or stakeholders
  • Determine the desired level of marketing and promotional activities for the event
  • Allocate funds for advertising, social media campaigns, printing materials, or promotional events
  • Consider the target audience and the most effective marketing channels
  • Research the permits or licenses required for the event
  • Determine the associated costs and fees for obtaining the necessary permits
  • Include the permit or license expenses in the budget
  • Assess the need for event insurance and security services
  • Obtain insurance quotes and evaluate security service providers
  • Allocate funds for insurance premiums and security costs
  • Identify the required audiovisual equipment and technical services for the event
  • Research equipment rental companies and obtain price quotes
  • Include the equipment rental costs in the budget
  • Determine if any speakers or special guests require travel or accommodation arrangements
  • Research transportation options and hotel rates
  • Allocate funds for travel expenses and accommodation costs
  • Consider transportation needs such as shuttle services or rental vehicles
  • Research transportation providers and obtain price quotes
  • Include transportation costs in the budget
  • Allocate a portion of the budget for miscellaneous expenses
  • Consider costs such as printing, office supplies, or emergency expenses
  • Regularly review and update the miscellaneous expense budget as needed

Event Logistics

  • Break down the event into phases and create a timeline for each phase, including setup, registration, activities, and breakdown.
  • Assign specific tasks and deadlines to team members responsible for each phase.
  • Include buffer time in the schedule to account for unexpected delays or issues.
  • Consider the type of event, the number of attendees, and the desired atmosphere when deciding on the layout and seating arrangement.
  • Create a floor plan that indicates the placement of tables, chairs, stages, and other elements.
  • Ensure that the layout allows for efficient traffic flow and accessibility for all attendees.
  • Identify the technical requirements for the event, such as sound systems, projectors, screens, microphones, and lighting.
  • Contact reputable vendors to rent or purchase the required equipment.
  • Ensure that all equipment is tested and in good working condition before the event.
  • Determine if transportation services will be provided for attendees, such as shuttle buses or car services.
  • Identify nearby parking facilities and arrange for discounted rates or reserved spaces if necessary.
  • Communicate transportation and parking information to attendees in advance.
  • Research the local regulations and requirements for holding the event.
  • Identify the permits or licenses needed, such as liquor licenses, entertainment permits, or permits for temporary structures.
  • Apply for the necessary permits well in advance and ensure compliance with all regulations.
  • Consider factors such as the availability of key participants, potential conflicts with other events, and the target audience's preferences.
  • Select a date and time that maximizes attendance and aligns with the event objectives.
  • Avoid major holidays or conflicting industry events.
  • Define the specific demographic or professional characteristics of the target audience.
  • Create a guest list based on the target audience, including potential sponsors, speakers, and VIP attendees.
  • Regularly update and refine the guest list as needed.
  • Clearly define the desired outcomes of the event, such as increasing brand awareness, generating leads, or educating attendees.
  • Set specific, measurable, achievable, relevant, and time-bound (SMART) goals for each objective.
  • Ensure that the objectives and goals align with the overall event strategy.
  • Determine the expected number of attendees based on the target audience and event objectives.
  • Consider the capacity limitations of potential venues and ensure that they can accommodate the estimated event size.
  • Regularly track registration numbers to adjust the event size estimates if necessary.
  • Conduct thorough research to identify suitable venues that meet the event requirements.
  • Consider factors such as location, capacity, amenities, and cost when evaluating potential venues.
  • Create a shortlist of venues that best fit the event needs and schedule site visits.
  • Schedule site visits to the shortlisted venues to assess their suitability.
  • Evaluate the venues based on their layout, accessibility, parking, and overall ambiance.
  • Negotiate contracts with the chosen venue, ensuring clear terms and conditions, rental fees, and any additional services required.
  • Assess the potential risks associated with the event, such as accidents, property damage, or cancellations.
  • Contact insurance providers to obtain appropriate coverage, including general liability insurance and event cancellation insurance.
  • Ensure that all vendors and contractors involved in the event have their own insurance coverage.
  • Identify the branding requirements for the event, such as banners, signage, backdrops, and promotional materials.
  • Source reputable vendors or printing companies to create and deliver the required signage and branding materials.
  • Collaborate with the vendors to ensure that the design and branding align with the event theme and objectives.
  • Identify potential risks or emergencies that could disrupt the event, such as severe weather, power outages, or medical emergencies.
  • Create a contingency plan that outlines specific actions to be taken in response to each potential scenario.
  • Communicate the contingency plan to the event team and ensure that everyone understands their roles and responsibilities.
  • Determine the key messages to be communicated to attendees, sponsors, speakers, and other stakeholders.
  • Identify the communication channels to be used, such as email, social media, website updates, or press releases.
  • Create a schedule for sending out event updates and announcements, ensuring timely and consistent communication.

Marketing and Promotion

Catering and Menu Planning

Entertainment and Speakers

Decor and Theme

Registration and Ticketing

On-site Management and Staffing

Evaluation and Follow-up