New to event planning? Not sure where to start? Worried about overlooking something vital?

We hear you! That’s why we have compiled a comprehensive checklist to make sure nothing slips through the cracks.

Use our Ultimate Event Planning Checklist at any point of the event planning process to reduce stress and make sure no detail is forgotten.

Start as early as possible

Ideally, you will start the event planning process at least four to six months before your event is scheduled to take place. The sooner you can land on a date, the better! But if you’ve been set a last-minute challenge of organising an event for your company, charity or club, don’t panic – just get to work on the below as fast as you can.

1. Establish your goals and objectives

  • What is your event’s purpose?
  • What demographic do you hope to attract?
  • How many people do you want to attend?
  • Do you want to make a profit or raise funds from your event? If so, what’s the target?
  • Will tickets be free or charged? How much will tickets cost?
  • Where will your event take place?

2. Put together a rough budget

3. Select a date

4. Choose a location and venue

5. Plan your event content

6.  Research speakers, presenters or entertainment

  • Start by researching speakers who are experts on your preferred topics
  • Compile a list of your ideal speakers using this template
  • Reach out directly or via a speaker bureau
  • Contact an entertainment agency to research entertainment

7. Start your sponsor search

  • Determine what kind of activations you can offer
  • Research sponsors who’ve partnered with similar events to yours
  • Compile a list of your ideal sponsors
  • Research what similar events are charging for sponsorship packages to determine the market rate
  • Structure a sponsorship proposal with this template

Three months out: Planning the nitty gritty

Once you get your event sketched out, you need to keep your budgets updated with the latest estimates and quotes. It’s best practice to create 12-week, 6-week, 1-week and Flash (on the day) forecasts. It flags up any dips in revenues, takes into account any unanticipated costs and highlights any unforeseen issues that were not apparent during the initial planning stages.

8. Finalise content

  • Confirm your event line-up and timings
  • Finalise speaker or performer contracts and check any riders that may appear
  • Get speaker or performer bio information and photos
  • Arrange speaker or performer travel and accommodation

9. Set up your event registration

10. Begin to promote your event

11. Finalise venue details

Two months before: Finalising details

Your event is in sight and the days feel like they’re flying by. Here’s what you need to keep top-of-mind two months before your event.

12. Send reminders

  • Make sure you have everything you require from speakers, sponsors and vendors

13. Push promotions to meet your sales goals

14. Contingency plan

  • Think about anything that could go wrong on the day and draw up a plan-B

15. Order printing

  • Sign-off on any artwork for event programmes, brochures, banners or signage

One week before: Tying up loose ends

In the week leading up to your event, there’s a lot of last-minute wrangling to be done. Here’s what you need to keep track of to stay on top of your to-do list.

16. Email attendees

  • Send joining instructions to attendees

17. Touch base with all vendors

  • Confirm final attendee numbers
  • Communicate attendee dietary requirements to caterers
  • Confirm timings

18. Contact speakers

  • Get sign-off on speech scripts
  • Obtain final presentations/slides

19. Share important documents

  • Create a run sheet for the day
  • Share a contact list
  • Make sure the team has the latest budget

The day before

20. Visit venue

  • Access venue to set up (if possible)
  • Hold rehearsals

21. Prepare registration desk

22. Prepare yourself

Ready to get started on your event? Download our event planning template now!

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