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> Event Planning Checklist + Toolkit
Event Planning Checklist + Toolkit
1. Pre-Planning Phase
Define the purpose and goals of the event
Determine the event date and time
Establish a budget
Identify the target audience
Create a planning timeline
2. Venue Selection
Research potential venues
Visit and evaluate venues
Confirm availability and book the venue
Review and sign the venue contract
Arrange for necessary permits and licenses
3. Event Logistics
Coordinate transportation and parking
Arrange catering services
Set up audio-visual equipment
Organize seating arrangements
Create a layout plan for the venue
4. Marketing and Promotion
Develop an event branding strategy
Create promotional materials (flyers, banners, etc.)
Utilize social media and online platforms for promotion
Send out invitations and manage RSVPs
Engage with local media for coverage
5. Program Development
Outline the event agenda and schedule
Select speakers, performers, or facilitators
Arrange for any necessary equipment or materials
Plan for breaks and networking opportunities
Confirm and communicate roles and responsibilities
6. On-Site Management
Arrive early to oversee setup
Conduct a final check of the venue and equipment
Manage registration and guest check-in
Ensure smooth transitions between agenda items
Address any issues or emergencies that arise
7. Post-Event Activities
Conduct a debriefing with the planning team
Send out thank-you notes to speakers, sponsors, and volunteers
Gather feedback from attendees through surveys
Analyze the event’s success against the goals set
Document lessons learned for future events
8. Financial Review
Finalize all vendor payments
Review the budget and reconcile expenses
Prepare a financial report
Assess financial performance against expectations
Plan for any follow-up actions or adjustments needed for future events
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