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> Event Organisation Checklist
Event Organisation Checklist
1. Pre-Planning Phase
Define the purpose and objectives of the event
Set a budget and allocate resources
Choose a date and time for the event
Identify the target audience
2. Venue Selection
Research potential venues
Visit and evaluate venues
Confirm availability and book the venue
Review venue policies and regulations
3. Event Program Development
Create a detailed event agenda
Determine speakers, presenters, or entertainment
Schedule rehearsals or run-throughs
Plan for breaks and meals
4. Marketing and Promotion
Develop a marketing plan
Design promotional materials (flyers, posters, social media)
Utilize email marketing campaigns
Engage with local media and influencers
5. Logistics and Operations
Arrange for catering services
Set up audio-visual equipment
Organize transportation and parking
Coordinate event staffing and volunteers
6. Registration and Attendance
Set up an online registration platform
Monitor registrations and manage attendee lists
Prepare registration materials (badges, welcome packets)
Communicate event details to attendees
7. On-the-Day Coordination
Arrive early to oversee setup
Conduct a final run-through of the agenda
Manage check-in and attendance tracking
Ensure all staff and volunteers are in their assigned roles
8. Post-Event Evaluation
Gather feedback from attendees and staff
Analyze financial outcomes and budget adherence
Document lessons learned and areas for improvement
Send thank-you notes to speakers, sponsors, and volunteers
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