A Complete Event Planning Checklist

Planning an event can be an exciting but daunting task. Whether you’re planning a fundraiser, corporate conference or a private gathering, making your event a success requires meticulous planning.

Below, we offer a complete checklist to help you plan and execute a memorable and successful event.

Pre-Planning: 4-6 Months Before the Event

Before diving into the details, it’s crucial to have a clear understanding of your event’s purpose and objectives. Ask yourself what you aim to achieve with this event. Are you raising funds for a cause, celebrating a milestone, or launching a product? Consider who the right people are to help achieve those goals – think: partners, vendors, sponsors, staff, volunteers, etc. Having the right people in place and clearly defining your objectives sets the tone for the rest of the planning and process.

In this stage, be sure to:

Identify goals and objectives
Identify key audience
Pick a date
Pick a venue
Outline a budget and set KPIs
Put together a planning committee
Develop a timeline
Create branding for the event
Determine pricing strategy
Determine a marketing strategy, including social media, email, web and any print or broadcast advertising
Identify and reach out to potential partners or sponsors
Begin negotiations with entertainment or speakers
Select a registration software or ticketing system
Announce event and registration dates to audiences

Get the Ball Rolling: 3-4 Months Before the Event

At this point, the event date is set and you should be rolling full steam ahead with planning. It’s important to secure partnerships, such as sponsors and collaborators, early on. These relationships will help amplify your event promotions as you build interest and anticipation for your event. Consider hosting early bird sales to lock in audiences that are already engaged with you. These folks can also help spread the word about your event.

In this stage, you’ll need to:

Develop workflow for planning committee
Balance the budget with potential spending and expected revenue earned from sponsorships and ticket sales
Secure early sponsorships and funding to cover early event costs
Create an event website and open registration
Execute marketing and promotions strategies
Finalize agreements and pay deposits for venue, vendors and entertainers
Launch early-bird registration
Boost marketing efforts
Monitor sales and determine if any other special sales or promotions are needed

Ramp up Sales and Promotions: 1-2 Months Before the Event

It’s time to spread the news far and wide about your event. Finalize and use event details, such as partnerships or novel experiences, to pique interest and build interest in your event. Tease your audiences with news about what they can expect and encourage those who have already committed to refer others to your event.

During this phase, it’s important to:

Lock-in sponsorships, partnerships, entertainment
Develop run-of-show to share with planning committee, event partners, vendors, entertainment, etc
Update event website with more finalized details (speaker/entertainment/partner info)
Incorporate all finalized details into event promotions to pique more interest and sales
Organize marketing campaign around sponsors, entertainment, speakers, etc
End early bird sales and activate general ticket sales
Meet with all sponsors, partners, vendors and entertainment to lay out plans and expectations for the day of the event
Encourage referrals to boost registration
Finalize any design or printing projects for day-of event (programs, posters, etc)
Develop contingency plans in case of weather, vendor or other planning issues
Send out event reminders to contact lists and other audiences

Tie Up Loose Ends: 1-3 Weeks Before the Event

The last month leading up to your event is your chance to make sure all of your ducks are in a row. Start thinking about what your event will look like from start to finish, run it by all who are involved and ensure you have all the people and mechanisms in place to execute it successfully. Additionally, if your ticket sales have become stagnant and you’re worried about attendance, it may be time to consider last-minute sales or promotions.

During this time period, complete the following:

Review and edit run-of-show
Regroup with event committee
Recruit and prep any event volunteers or staff
Check in with all vendors and review day-of plans (catering #s, tech needs, seating arrangement, etc)
Review all technology or presentation needs and materials, print copies and save on multiple devices
Send event reminders to all confirmed ticket holders with any pertinent information within a week of the event
Identify any photo-ops
Organize any day-of or post-event marketing strategies
Prepare for check-in and on-site registration (name badges, ticket readers, etc)
Invite media – issue media release
Close sales or run last minute promotions if needed

The Calm Before the Storm: 1 Day Before the Event

Today is the culmination of all of your preparation, when all the pieces come together to show the exact potential of the event you’ve been planning. During set-up, work closely with your event stylists to create a cohesive and visually appealing atmosphere that matches the theme and purpose of your event. Pay attention to details like table settings, lighting, signage, and seating arrangements to enhance the overall experience.

To prepare:

Communicate last-minute needs and expectations with planning committee, volunteers and staff
Set-up physical space
Hang/display signage
Ensure you have copies of important materials
Test technology and ensure you have a back-up plans in place in case of loss of power, internet,etc

It’s Showtime: the Day of the Event

Take a deep breath. The day you’ve been preparing for is finally here. And because of your careful planning, you’re ready for it. On the day of the event, coordinate with your team and vendors to ensure everything runs smoothly. Assign someone to manage logistics, oversee the schedule, and handle any unexpected issues that may arise. Be prepared to adapt and make quick decisions as needed.

Arrive early (ask partners, volunteers, committee members to do the same)
Greet all partners, sponsors, vendors, volunteers
Distribute copies of run-of-show to volunteers, vendors, speakers, etc
Keep calm

Follow-Up: 1 Week After the Event

After the event, be sure to show gratitude to all of your attendees, partners and vendors while the experience is still fresh in their minds. This is important to preserve trusting, working relationships. Use your follow-up as an opportunity to gather feedback from everyone involved. This information will help you evaluate the success of your event, identify areas for improvement, and allow you to make informed decisions for future events.

Within the a week of your event, consider the following:

Send thank you email to all attendees, along with a short survey about the event
Send thank you to venue/vendors/entertainers and request any feedback about the partnership or the event itself
Send personal handwritten thank you cards to sponsors, entertainers or major partners
Post any highlights from event to website and social media – consider sharing these moments in your thank you letters and emails as well
Review spending and revenue

Post-Event Analysis: 1 Month After the Event

After you’ve had some time to decompress, take time to look back on the experience, measure your success and identify any lessons learned. What you determine in this phase will go towards improving events for years to come.

During your post-event analysis, be sure to:

Send survey reminders and review responses from those who attended your event
Meet with planning committee to debrief and discuss successes and failures
Evaluate event’s success (financial, attendance, experience), measured against KPIs set in the initial budget

Planning a successful event requires careful preparation, attention to detail, and effective teamwork. By following this comprehensive guide, you can create an event that not only meets its objectives but leaves a lasting impression on your attendees.

Remember that flexibility and adaptability are key, as unexpected challenges are a part of event planning. But through dedication, trusting partnerships and the right planning strategies, you can host a memorable and successful event.