Did you know that 48% of all event planners start planning events 6-12 months in advance? [source: EventBrite]
With a good checklist, you can stay organized and ensure everything goes smoothly.
An event planning checklist can make everything easier even if you’re an experienced event planner.
An event planning checklist will help you keep track of all the important tasks. From booking the venue to handling everything on the event day, the checklist has it all.
Let’s dive into this event planning checklist and see how it can help make your event a success!
A. What is a checklist in event planning?
An event planning checklist is a step-by-step guide that helps to ensure a well-organized event.
It helps organizers to track tasks, manage timelines, and avoid overlooking details.
B. What are the key activities in event planning?
The most important activities in event planning that should be included in a checklist are:
1. Event objectives and budget: Defining the purpose of your event. Then, set a budget that’ll cover all of your expenses
2. Venue selection: Choose the most suitable venue for your event. Then, starting looking for vendors, decorations, etc. alongside
3. Logistics and permits: Arrange transportation, parking, and seating. Make sure you get all the required permits and licenses well in advance
4. Marketing: Choose various marketing strategies using social media, email campaigns, and partnerships to attract attendees
5. Setup: Organize the venue setup including decor, seating, lighting, and sound checks
6. Staff: Ensure that the staff is well briefed about their roles and responsibilities on the day of the event
7. Contingency plan: Prepare for any potential problem that might arise, such as bad weather or technical issues. You should always have backup plans
8. After event evaluation: Send thank-you notes, collect feedback, and review your event performance
C. How to plan an event checklist?
A perfect event checklist can be made by breaking down the event into three phases.
1. Pre-event phase
This phase will include deciding the event date, venue, vendors, and budget. Deadlines should be set for each of these tasks to achieve them effectively.
2. During the event
This phase will include tasks like decorating, seating, managing the flow, and attending the guests.
3. Post-event phase
This phase will include tasks like taking feedback, making payments, and evaluating the success.
Let us dive deep into the event planning checklist for each of these phases!
D. What is a pre-event planning checklist?
1. Event goals and objectives
This is the first step and the most important step in the pre-event planning checklist.
You should begin by defining the purpose of your event. Different events have different purposes like raising awareness, celebrating, generating revenue, etc.
Having well-defined goals and objectives ensures that all efforts are aligned toward achieving success.
2. Foundation
The foundation of the events should be started 12 months before a large event and 5-6 months before a small event.
Through this part of the event planning checklist you should get an overview of the:
- Purpose of the event
- Country, city, and region of the event
- Expected number of attendees
- Name of the event
- Team size
- Budget for the event
- Potential expenses and ticket pricing
3. Date and time
You have to choose a perfect date and time for your event.
This should be done keeping in mind the other factors like availability of everyone connected with the event, seasonality of the type of event you are organizing, etc.
4. Venue
You have to select a space that suits the theme of your event. Also, the venue shall be able to accommodate the expected number of audience.
Some other points to be kept in mind while creating a checklist for the event venue will be:
- Parking, and elevator facility
- Machinery to aid with the setup
- Accessible for all
5. Vendor contracting
Book caterers, rentals, equipment, and all the other necessary services well in advance.
This will also include getting speakers, performers, and other special guests. You should check their availability and start working on their contract.
After everything gets finalised sign a contract with the vendors.
6. Team management
Identify your team and their roles. You have to allocate specific tasks to each one of them.
All the members should be informed about the milestones and deadlines that they have to meet. There should be proper communication, reporting, and meetings.
7. Food and beverages
Consider the event’s food and beverage needs.
The catering should be confirmed keeping in mind the budget and dietary requirements.
A special menu can be made for the staff, crew, and VIP attendees.
8. Budget
You have to allocate funds for each and every service that will contribute towards the success of your event.
This budget should be continually updated if there are any more requirements.
Identify that you are on track in terms of sales targets or if extra efforts and focus are needed.
9. Event structure
Plan a full timeline for your event. Think about ways you can achieve your event goals.
Plan how to start your event with enough breaks in between and a perfect end to your event.
10. Branding
Develop a unique branding and identity for your event.
You can build up logos for your event. Be aware of any specific agreements in terms of logo placement and branding.
11. Online registration
Set up a website for your event and add details about your events there.
The website should have an online event registration option available. Even if it is a free event it is useful to have a system to manage RSVPs and attendance.
Pro Tip: You can automate this process by integrating Ticket Generator on your website.
12. Event staffing
Recruit a perfect team for your event management. All the staff members should be briefed about the event and requirements. This checklist should also involve having a staff dress code.
We will discuss this in more detail in upcoming sections.
13. Event marketing
Create a marketing plan to promote your event.
Include all the targets and milestones for your goals in the checklist.
Encourage networking opportunities and connections before the event.
14. Health and safety
This part of the checklist ensures that you have all the relevant permits and licenses required for your event.
Ensure an insurance cover for the event.
Arrange security and bag checks. Come up with procedures to deal with evacuation, fire, etc.
We will discuss this in more detail in upcoming sections.
E. What is a during-the-event planning checklist?
1. Event process
Inform your team about the event procedure to make sure everything goes as planned. Notify them asap in case of any changes.
Notify the relevant staff when key people arrive so they are ready to receive them.
2. Website and registration
Update on the website if tickets are available for purchase at the door and will remain on sale online.
Keep ticket sales open for as long as possible online.
Pro Tip: You can also have a ticket booth on-site during the event just in case your event isn’t sold out.
3. Venue
Conduct a final walkthrough to ensure everything looks as it should.
Check sound, lighting, presentations, video, and technology.
Check even the minor details like the toilets, whether they are clean, fully operable, and stocked with soap, toilet rolls, and hand towels.
4. Food and beverages
Do a food taste test before it is made ready to serve to the guests.
Make sure that the food with special dietary requirements is made available separately.
Check that glasses and water are available for presenters and performers on stage and backstage.
5. Artists and vendors
Tick off speakers and performers as they arrive.
Check-in with all suppliers to make sure they are ready on time and there are no issues to report.
Staffing
If there are any absences in terms of staff re-distribute the responsibilities swiftly. Delegate the duties as required.
6. Social Media
Live updates about the event should be updated on social media channels. This creates a buzz about the event.
Reshare any live posts from the attendees.
F. What is a post-event planning checklist?
1. Reviews
Take a survey to gain feedback about the event management from all staff, attendees, and others closely related to the event.
This should be a top priority in the checklist as the event details should be fresh in everyone’s minds.
This way you get to know if the event was a success or not.
2. Resources
Provides the attendees with all the resources, presentations, images, videos, etc.
3. Artists
Make sure that you take out time to thank all the speakers and performers.
You can also share session feedback and images with them.
4. Social media
Share highlights and edits from your event to ensure post-event marketing.
This is a very important step in the event planning checklist as it helps in long-term branding.
G. Checklist for event budgets
Here’s everything you need to remember when you’re creating an event budget.
1. Venue costs
- Rental fees (hourly, daily, or per person)
- Security costs
- Cleaning fees
- Utilities (electricity, water, etc.)
- Permits and licenses
2. Catering costs
- Food and beverage costs
- Staffing costs (waiters, bartenders)
- Rental equipment (tables, chairs, linens)
- Service charges and taxes
3. Entertainment costs
- Artist or band fees
- DJ or emcee fees
- Technical equipment rental (sound, lighting, stage)
- Stage design and decor
4. Marketing and promotion costs
- Social media advertising
- Paid search advertising
- Print advertising (flyers, brochures)
- Public relations
- Website development and maintenance
5. Staffing costs
- Event coordinators
- On-site staff (security, ushers, etc.)
- Temporary staff (if needed)
6. Equipment and supplies
- Rental equipment (tables, chairs, linens, etc.)
- Audiovisual equipment (projectors, screens, microphones)
- Printing and stationery costs
- Decorations and centerpieces
7. Contingency fund
Allocate a percentage of your overall budget to cover unexpected expenses or contingencies.
8. Taxes and Fees:
- Sales tax
- Event permits and licenses
- Service charges
Pro Tip: Always compare prices and services before choosing vendors. That being said, keep the quality and overall experience on priority rather than the cost.
H. Event equipment checklist
An event has so many elements that an equipment or two is bound to slip off your mind. Refer to this checklist on the day of the event to ensure that everything is in place.
1. Audiovisual equipment
- Microphones (wired, wireless, lavalier)
- Speakers (main PA system, monitors)
- Mixers (analog or digital)
- Amplifiers
- Projectors
- Screens
- Laptops or computers
- Cables and connectors (audio, video, power)
- Remote controls
2. Lighting equipment
- Stage lights (front, side, back)
- Uplighting
- Gobos (patterns or stencils)
- Dimmers
- Light stands and bars
- Extension cords
3. Stage setup
- Stage platforms
- Backdrops or curtains
- Stage risers
- Dance floor
- Barriers or barricades
4. Seating arrangement
- Chairs (folding, banquet, or custom)
- Tables (round, rectangular, banquet)
- Linens (tablecloths, napkins)
- Table settings (plates, silverware, glassware)
5. Catering equipment
- Food warmers and fridge
- Chafing dishes
- Buffet tables
- Serving utensils
- Beverage dispensers
- Trash cans and recycling bins
6. Miscellaneous equipment
- Generators (if needed)
- Power strips and extension cords
- Signage and banners
- Staging tape
- First aid kit
- Tools (screwdrivers, hammers, etc.)
Pro Tip: Consider renting equipment that won’t be used in every other event you organize.
I. Event venue checklist
When you’re selecting the perfect venue for your event, keep an eye out for the following:
1. Location and accessibility
- Proximity to transportation: Is the venue easily accessible by public transportation, car, or taxi?
- Parking availability: Are there sufficient parking spaces for attendees?
- Accessibility: Does the venue comply with accessibility standards for people with disabilities?
2. Capacity and layout
- Maximum capacity: Can the venue accommodate your expected number of attendees?
- Layout: Is the layout suitable for your event type (e.g., conference, banquet, concert)?
- Flexibility: Can the space be easily adapted to your specific needs?
3. Amenities and features
- Audiovisual equipment: Does the venue have the necessary AV equipment (projectors, screens, microphones)?
- Wi-Fi: Is there reliable Wi-Fi available for attendees and staff?
- Kitchen facilities: If catering is required, are there adequate kitchen facilities?
- Outdoor space: If applicable, is there outdoor space available for activities or receptions?
- Restrooms: Are there sufficient restrooms for the expected number of attendees?
4. Atmosphere
- Ambiance: Does the venue’s atmosphere match your event’s theme or style?
- Decor: Is the venue’s decor neutral or can it be customized to fit your event?
- Natural light: Does the venue have sufficient natural light or can it be easily darkened?
5. Cost and contracts
- Rental fees: What are the rental fees for the venue, including any additional charges?
- Contract terms: Carefully review the contract terms and conditions
- Cancellation policy: Understand the cancellation policy and any associated fees
- Insurance requirements: Determine if the venue requires any specific insurance coverage
Pro Tip: Always ask for venue references from previous clients or at least refer to online reviews.
J. Event staff checklist
When you’re looking to hire or have people on contract to service your event, you’ll need this event planning checklist:
1. Core staff
- Event Manager: Oversees the entire event planning process
- Event Coordinator: Assists the event manager in day-to-day tasks
- On-Site Coordinator: Manages the event on the day of the event
2. Technical staff
- Audiovisual Technician: Sets up and operates sound and lighting equipment
- Stage Manager: Coordinates stage activities and manages backstage operations
- IT Support: Provides technical assistance for computers, Wi-Fi, and other technology
3. Hospitality staff
- Waiters and Waitresses: Serve food and beverages to guests
- Bartenders: Serve alcoholic and non-alcoholic beverages
- Hosts and Hostesses: Greet guests and direct them to their seats or activities
- Ushers: Assist guests with seating and provide information
4. Security staff
- Security Guards: Ensure the safety and security of attendees and property
- Crowd Control: Manage crowds and prevent overcrowding
5. Additional staff (depending on event type)
- Registration Staff: Check-in attendees and provide badges or tickets
- Vendor Coordinators: Manage vendors and their activities
- Photographers and Videographers: Capture the event for documentation and marketing
- Entertainment Staff: Musicians, DJs, performers, or speakers
- Clean-up Crew: Clean up the venue after the event
Pro Tip: Always have additional staff on standby in case of emergencies or absences.
K. Event planning checklist to meet safety standards
This event planning checklist for safety will help you have all recommended safety measures in place.
1. Pre-event safety
- Risk Assessment: Conduct a thorough risk assessment. Identify potential hazards such as crowd control, fire safety, medical emergencies, and security threats
- Emergency Plan: Develop a detailed emergency plan. This includes evacuation procedures, communication protocols, and contact information for emergency services
- Security Personnel: Hire qualified security personnel in sufficient numbers
- First Aid Training: Ensure that designated staff members are trained in first aid and CPR
- Fire Safety Equipment: Inspect and maintain all fire extinguishers, smoke detectors, and fire alarms
- Crowd Control Plan: Develop a plan for managing crowds. Have designated entry and exit points, crowd barriers, and communication protocols
2. On-site safety
- Emergency Signage: Clearly mark emergency exits, first aid stations, and assembly points
- Crowd Management: Monitor crowd density. Implement crowd control measures as needed, such as restricting entry or diverting crowds
- Security Presence: Maintain a visible security presence throughout the event, especially in high-traffic areas
- First Aid Station: Establish a well-equipped first aid station with trained personnel
- Emergency Drills: Conduct periodic emergency drills to test the effectiveness of your emergency plan
3. Post-event safety
- Incident Review: Review any incidents that occurred during the event to identify areas for improvement
- Emergency Plan Updates: Update your emergency plan based on lessons learned from the event
- Feedback Analysis: Analyze feedback from attendees to identify any safety concerns or suggestions
4. Specific safety considerations
- Food Safety: Ensure that food is handled, prepared, and served safely according to local health regulations
- Alcohol Service: Implement responsible alcohol service policies and procedures, including ID checks and designated drivers
- Crowd Control: If your event involves large crowds, consider using crowd control barriers, security personnel, and communication systems
- Weather: If your event is held outdoors, be prepared for extreme weather and have contingency plans in place
- Security Threats: Assess potential security threats and take appropriate measures to prevent and mitigate them
L. FAQ’S
1. How to make an event successful?
To make a successful event using an event checklist, start by setting clear goal. You must organize tasks into phases: pre-event, during-event, and post-event.
Prioritize tasks based on deadlines. Use this checklist to manage the schedule.
This systematic approach keeps everything organized and ensures smooth execution from start to finish.
2. How to get better at event planning?
To improve event planning, it’s essential to be organized, proactive, and adaptable. A well-structured checklist is key to achieving better events.
Break down the event work into manageable tasks. An event planning checklistizing tasks and setting deadlines for each.
3. Why is an event planning checklist important?
Event planning checklists provide detailed steps for the event planning process.
These checklists are a way of prioritizing tasks and scheduling tasks as per deadlines. Checklists are also simple and easy to use.
Such an event planning checklist will also help delegate tasks better.
M. Conclusion
An event planning checklist is essential for ensuring that every detail is taken care of and your event runs smoothly.
By following a well-curated checklist, you can manage tasks efficiently and as per deadlines.
For more tips and resources on successful event planning, make sure to stay updated with EventTube’s latest insights.
