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Event Planner/ Checklist
Pre-Planning Phase
Define the purpose and goals of the event
Set a budget and allocate funds
Establish a timeline with deadlines
Determine the event date and duration
Identify the target audience
Venue Selection
Research potential venues
Visit and inspect shortlisted venues
Check availability for the chosen date
Review venue contracts and negotiate terms
Confirm venue booking
Vendors and Services
Create a list of required vendors (caterer, photographer, etc.)
Research and shortlist potential vendors
Request quotes and compare services
Schedule meetings or tastings with selected vendors
Finalize contracts with chosen vendors
Marketing and Promotion
Develop a marketing plan for the event
Create promotional materials (flyers, social media posts, etc.)
Set up an event website or registration page
Promote the event through various channels (social media, email, etc.)
Monitor RSVPs and manage attendee list
Event Logistics
Create a detailed event schedule
Arrange transportation and parking for attendees
Coordinate setup and breakdown of the event space
Prepare materials and supplies needed for the event
Ensure all technical equipment is in place (AV, lighting, etc.)
Day-of Coordination
Arrive early to oversee setup
Coordinate with vendors and staff
Manage the timeline and schedule of the event
Address any issues or emergencies that arise
Engage with attendees and ensure a positive experience
Post-Event Evaluation
Gather feedback from attendees and vendors
Review budget vs. actual expenses
Analyze successes and areas for improvement
Send thank-you notes to vendors and key participants
Compile a final report for future reference
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