Checklist for Event Planners

We are constantly working towards making the planning process easier for event planners. In an effort to simplify things, we have made a checklist for you to highlight the most important aspects of event planning.

At least 3 months before the Event:

• Select a date: Setting the date for any type of engagements requires a bit of thought. Making sure your event does not coincide with competing or similar events is important. It is also a good idea to stay clear of periods where people are generally on holiday.
• Find a venue: Make sure you research your options and find the venue most suitable for the type of event you are planning. You have to keep the number of participants in mind, the types of activities you have planned and the type of room setup you are interested in. Click here to see our article on the best conference/meeting setup.
• Book speakers/entertainment: Keeping the types of attendants, theme of the event, and desired outcome in mind is crucial when selecting speakers or entertainment for your event. We always try to help clients find the presenter that best matches the client’s event type and who will deliver the type of results and reactions the client is interested in.
• Market event and invite guests: As soon as you have an event date and location in place it is a good idea to start marketing your event. You can read our article on the best event promotion practices here.

At least 5 weeks before the event:

• Send agenda and instructions: A few weeks before the event it is a good idea to send information to your attendees. Give them instructions as to how the event will run, the agenda, the dress-code and anything else that may be relevant.
• Check in with your venue and speakers: Make sure you let the venue know of your preferred setup and any special requirements. It is also a good idea to submit a guest list. Additionally, you should check up with your speakers/entertainers regarding the progress of the presentation and preparation.

At least a week before the event:

• Check audiovisual requirements: Make sure all the equipment you and your speakers will need is at the venue or being delivered there.
• Confirm guest list and meal requirements: Make sure the venue is aware of how many guests they will be cooking for and note any special dietary requirements.

Day before the event:

• Walk through the conference/meeting space: Go through and make sure the setup is satisfactory and that all electronic equipment is working.
• Make sure signs and times are visible: Make sure there are signs posted which makes check-in and any important rooms visible and easy to find. Posting a schedule is also a great way to ensure guests are aware of where they should be at different times.

On the day of the event:

• Have helpers on hand: Make sure you have a team on hand to handle various emergencies and answer any questions that may arise.
• Keep things on schedule: Make sure event aspects move along in a fashion that won’t create a delay. As much as possible, try to keep everyone on schedule.
• Have fun! Enjoy seeing your hard work pay off.
• Clean Up: Some venues will take care of all this for you. Others will require that the room/venue is returned in the way you found it. Make sure you are aware of the regulations beforehand. A clean-up crew is a good idea.

After the event:

• Send thank-yous to performers and volunteers: Make sure you send some appreciation to those who helped make the event a success.
• Do post event evaluations: Follow up with your team and with attendants to evaluate the success of the event.
• Make sure all bills are paid in time: Venue, workers and speakers all need their payment.

Each event differs and offers unique challenges and tasks. This list is a guideline. Make sure you brainstorm any additional tasks that may be critical to add to the list.