Event Planning Checklist
Event planning can feel incredibly overwhelming when you get started. Most of the time, like anything, the biggest issue is you don’t know what you don’t know.
You don’t know how to get started, what you need to be focusing on, and where to invest your time.
The most common thing I hear from clients all the time is, we don’t know what we’re missing. Because events are so finite, they have a start and an end time, and they usually aren’t far apart.
There isn’t time for a redo, or a fix or a pivot during the event. If you forget something, or miss something, that’s it you just won’t have it for your event.
We hear it so often, and yes, whilst there are lots and lots of different elements you need to consider for your event, it really is as simple as a great checklist so you can tick and flick and feel confident that you haven’t missed anything.
1. Event Planning Strategy
- Set your event goals and objectives – clearly define what you want to achieve from this event and what that looks like
- Set your event KPI’s – how are you going to measure the success of the event?
- Define your target market and ideal guests – think about who they are, what they want, what will appeal to them.
- Set a budget – how much can you afford to spend on the event, and how much do you need to make this event a success?
- Pick your date – I think this one is pretty self-explanatory.
- Draft an agenda – what will you actually be putting on during this event and what does it look like?
If you need more help with your event strategy, make sure you download our Strategy guide. This is an incredible guide that will take you through each of the above questions and give you more pointers and examples to think about.
2. Event Venue
- Write a list of key deal breakers that your venue must have – consider size capacity, parking, accessibility, style
- Begin researching and reach out to venues that might fit your checklist
- Review potential venue’s proposals – determine which one is going to be the best fit
- Book your venue – fill in the paperwork and pay your deposit
3. Event Suppliers
- Write a list of all the suppliers you will need for your event. I always like to look at my draft agenda to decide what elements we need filling. I also do a mental ‘walk of the space’, considering what elements you need in each nook and cranny
- Contact your suppliers – begin researching potential suppliers and understanding what their availability and pricing is
- Pick and book your suppliers – complete the paperwork and pay your deposits
4. Invite Your Guests
- Determine the best way to invite your guests – this may be via a printed flyer, an online website, a text, an email
- Create a guest list – determine who will be invited, and gather their contact details
- Create the above invitation – make sure you include key details like time, date, location, dress code and RSVP details
- Collect RSVPs – set up a place for you to track your guest responses
- Manage guest communications – have a process for your guests and potential guests to get in touch and ask questions
5. Event Budget Management
- Create a physical budget document – track your expected vs actuals, and keep an eye on your overall costs
- Add in the actual costs of every supplier you book
- Review profit – if selling tickets, use the platform to review the profit
6. Event Coordination
- Draft your run sheet – this is the document with all your details, including supplier contact information, timings of arrivals, notes to the team on the day
- Finalise your agenda – ensure your timings align with your invitations, make sure timings flow for your guests
- Define your registration process – how will guests check-in, what items are required for the check-in, how many people are required to manage this
- Name badges or tags – design and print these for the event
- Confirm suppliers – double check the booking details, their bump in information and the best contact details of the day.
7. On The Day
- Setup – oversee the setup of the event, ensuring everything is organised as required
- Firefighting – deal with any issues that may crop up during the day
- Coordination – manage the event to follow your run sheet and keep everything on track
- AV checks and tests – we all know AV can be our worst nightmare on an event, make sure you test this with the technician and ensure your presentations run seamlessly.
8. Post Event Checks
- Debrief with the key planning team – determine what went well, what could be improved and what would not be repeated.
- Review your KPI’s and objectives – understand if these were met, how well they were met and what you would tweak for next time.
- Collect feedback – your guests are the best way to review the success of an event; ask them directly what they thought of the event and how it could be improved.
How we can help?
Celebrate and relax! Enjoy the fact that you have just delivered your event; it’s a huge milestone.
If you’re still not sure on any of the above, reach out – we love chatting about how to elevate your next event and making sure you’re not missing anything!
