Event Checklist
Table of Contents
6 to 12 months in advance:
Purpose
Choose the purpose of the event. Is it a celebration, a fundraiser, or something else? This will influence the kind of event you will hold.
Theme
Choose a theme that is relevant, but also interesting. Cliche themes won't attract many guests.
Site
Look around for places that can hold the event. Meet with potential space providers.
Manager
You might need to appoint someone, or yourself, as event manager.
Committees
Build committees if they are required. With a big enough event, you might need several of them and need to appoint a chair for each.
Estimates
Get estimates for food, drinks, space and rental equipment. This will help with budgeting.
Event entertainment
If providing artistic entertainment, hire well-known entertainers or hold auditions.
Sponsorships
Determine if you will require sponsorships. Build a sponsorship sheet, with the different levels, so that potential sponsors know right away at what level they want to participate.
Budget
Get an initial budget from the financial committee. This step is very important.
Licences
Check if you need any kind of permit or license to hold an event or serve alcohol.
Proposals
Review proposals for decorations and printing.
Admission
If charging a cover, decide the price.
Mailing list
Build a mailing list with potential guests or businesses to contact.
Date
Choose a final date and check for conflicts with your providers.
Designer
Choose your graphic designer and draft the documentation and invitations.
Printing
Order the printing for invitations, hold-the-date reminders and other early stationery.
Marketing
Build your marketing timeline with your public relations specialist.
Reserve your professional photographer and have any pre-event photos taken.
3 to 6 months in advance:
Committees
Hold committee meetings regularly, and request reports.
Funding
Send your requests for funding to your potential donors.
Sponsors
Ask your confirmed sponsors for their logos for publicity printing.
Stationery
Meet with your graphic designer and confirm the design for all printed material.
Printing
Order the printing for posters and other stationery after the design is finalized.
Tickets
If required, have the admission tickets printed and ready for distribution.
Mailing list
Write down the final mailing list for guests, and print the letters or send the emails.
Contracts
Sign the contracts with the entertainers.
Posters
Build a list of potential poster locations. Send out people to verify the availability of space.
Public relations
Plan your publicity and interviews with television and radio stations, and printed media.
Catering
If serving food, build the menu with your caterer. Make sure you consider the dietary requirements of your guests.
Permits
Request permits from your municipality if required.
Insurance
Sign an insurance contract with your insurer.
Celebrities
Confirm celebrity participation in writing.
2 months in advance:
Pre-event party
Organize a party that coincides with the sending of invitations.
Invitations
Write personal notes for the invitations and have them mailed.
Posters
Have your posters distributed and placed at previously chosen locations.
Accommodations
Reserve accommodations for your VIPs, if required.
Transportation
Arrange transportation for your VIPs, if required.
Media
Confirm the presence of the media at your event. Assign journalist passes.
Sponsors
Confirm sponsorships and request logos for the final program.
Committees
Request final plans from each committee chair.
Budget
Review and finalize the event's budget.
Tasks
Build a final task list leading up to the event.
1 month in advance:
Tickets
Follow up on ticket sales. Call any guests that haven't responded yet.
Publicity
Place your ads in newspapers, television and radio.
Staff
Hire staff for the day of the event.
VIPs
Confirm VIP participation in writing.
Space planning
Build space diagrams for the room or rooms, build a table plan and assign seats.
Catering
Provide guest estimate to your caterer, and request a final quote.
Timeline
Review the timeline for the event, and confirm the scripts with participants.
Traveling
Organize the traveling arrangements with VIPs.
Security
Confirm security needs and appoint a security agency.
1 week in advance:
Meetings
Schedule last-minute meetings with committees. Work out final details.
Attendance
Confirm final attendance with ticket or table sales.
Staff
Confirm the staffing for the event. Hire any necessary extra staff.
Timeline
Provide the timeline to all event participants.
Catering
Confirm final catering order.
Beverages
Confirm final alcohol order if not provided by the caterer.
Media
Confirm media coverage with journalists or stations.
Rehearsal
Schedule and hold rehearsals if necessary.
Cheques
Write the cheques that need to be given to providers on the day of the event.
One day before:
Attire
Lay out your clothes for the event. Prepare a change of clothes in case of emergency.
Supplies
Verify that all supplies are available or confirm with providers for their delivery time.
Day of the event:
Arrival
Arrange to arrive early to receive all deliveries and finalize last-minute details.
Inventory
Make sure that all supplies are on hand.
Timeline
Confirm scripts and timeline with VIPs.
Staff
Confirm positions and tasks with staff.
Technical setup
Make sure the lights and sound are working properly with your technicians.
Rehearsal
If holding a final rehearsal, have it a few hours before the event, after the sound and lighting have been set up.
Have a great time at your event!
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Presented by:
Jake R Brady
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Introduction
Details
If you are looking to plan an event for your business or a charitable organization, this checklist is for you. We have put together this list to help you prepare your event as efficiently as possible. Hopefully, you are not the sole person responsible for planning it, so feel free to break it down and distribute the tasks among your colleagues. Depending on the size, a major event can take 6 months to a year to prepare; last minute planning will only make things more stressful and more difficult to control. You will have to start from the ground up by asking yourself and your colleagues basic questions about the purpose and the theme of the event; be ready to spend a lot of time brainstorming about the many possibilities. We hope this checklist will form the backbone of your planning strategy, and that you will keep it on hand whenever you work on your event. We have conceived it as a tool to help you create the perfect event for your organization.
Tips
If your organization has held such an event before, check the archives for previous suppliers: if you had a good experience with them in the past, there is a good chance that this good experience will repeat itself. Suppliers enjoy repeat business and will certainly be happy to help you again. If it is the first time your organization has such an event, make sure you get reviews from other customers; the Internet is especially useful to find those. Request quotes before you contract with any supplier. You may also want to retain the services of a public relations specialist when dealing with printed and electronic media, especially if your organization has little experience with them. Again, make sure you go to a reputable agency for these services.
Who it's for
This Event Checklist is for teams that want consistent execution, less rework, and clear ownership.
- Standardize quality - run the same Event steps every time, regardless of who executes
- Save time - reuse a proven Event workflow instead of rebuilding processes from scratch
- Improve accountability - assign owners and see what's done vs. what's pending
- Onboard faster - use the Event checklist as the SOP and training guide
- Coordinate across roles - handoffs are clear and everyone works from the same source of truth
How to use it
How to use this Event Checklist:
- Start by saving it - save as a Template if you'll reuse it, or as a Checklist if it's a one-off project.
- Customize it once for your workflow - remove what doesn't apply and add your team-specific steps.
- Assign ownership and execute - set owners/due dates where needed and track completion as work happens.
- Reuse without rebuilding - when Event comes up again, start from your saved version and run it with clear ownership.
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Event Checklist Frequently Asked Questions
What is an event checklist?
An event checklist is a detailed list of tasks, items, and activities needed to successfully plan and execute an event. It serves as a guide to ensure that nothing is overlooked during the planning process. Typically, an event checklist will include:
- Venue selection
- Budget planning
- Vendor management
- Guest list creation
- Schedule of activities
- Equipment and supplies needed
- Marketing and promotional strategies
By utilizing an event checklist, planners can streamline their processes, stay organized, and enhance overall event quality.
What are the 7 elements of an event?
The 7 key elements of an event include:
- Purpose: Define the goal or objective of the event.
- Venue: Choose a suitable location based on capacity and accessibility.
- Audience: Identify the target audience for tailored engagement.
- Budget: Establish a budget that covers all aspects of the event.
- Date and Time: Select a date that works for your audience and logistics.
- Agenda: Create a schedule outlining activities and timings.
- Promotion: Develop a marketing strategy to attract attendees.
Understanding these elements helps ensure that every aspect of the event aligns with its overall purpose.
What are the 7 stages of event planning?
The 7 stages of event planning are essential for organizing a successful event:
- Research: Gather information about the type of event you want to host.
- Planning: Outline goals, budgets, timelines, and logistics.
- Design: Create a detailed plan including themes, layouts, and branding.
- Coordination: Confirm vendors, book venues, and finalize schedules.
- Implementation: Execute the plans on the day of the event, ensuring everything runs smoothly.
- Evaluation: Assess the success of the event against your goals.
- Follow-Up: Thank attendees and gather feedback for future events.
Following these stages helps maintain organization and enhances attendee experience.
What are the 5 C's of event planning?
The 5 C's of event planning are crucial components that help streamline the planning process:
- Concept: Develop a clear vision and theme for your event.
- Coordination: Ensure all logistics are managed effectively, from vendors to schedules.
- Control: Monitor budgets and timelines to stay on track financially and schedule-wise.
- Culmination: Execute the event according to plan, ensuring every detail is addressed.
- Closeout: Conduct a post-event analysis to evaluate success and gather learnings for future events.
Incorporating these elements can significantly improve your event planning process.
What are the 5 P's of event planning?
The 5 P's of event planning provide a framework for creating effective events:
- Purpose: Clearly define the reason for hosting your event.
- People: Identify your target audience to tailor your approach effectively.
- Place: Choose an appropriate venue that suits your audience size and needs.
- Process: Outline steps for planning, executing, and evaluating your event.
- Promotion: Develop marketing strategies to attract attendees before the event begins.
Utilizing these P's ensures that all critical aspects of your event are considered.
What should a checklist include?
A comprehensive checklist is vital for successful event planning and should include:
- Event Details: Date, time, location, theme, and objectives.
- Budget Items: Estimated costs for venue, catering, entertainment, etc.
- Vendor Contacts: Information for caterers, decorators, AV suppliers, etc.
- Logistics: Transportation arrangements, seating plans, and equipment needs.
- Marketing Plan: Strategies for promoting the event through various channels.
- Guest Management: RSVP tracking and seating arrangements.
- Post-Event Tasks: Follow-up communication with attendees and vendors.
This structured approach helps ensure nothing is forgotten.
Why is it important to make a checklist before an event?
Creating a checklist before an event is essential for several reasons:
- Organization: A checklist keeps all tasks in one place, making it easier to track progress.
- Efficiency: It helps prioritize tasks based on deadlines and importance, ensuring timely completion.
- Accountability: Assigning tasks on the checklist clarifies responsibilities among team members.
- Risk Management: Identifying potential issues early allows for proactive solutions before they become problems.
- Peace of Mind: Knowing you have covered all bases reduces stress leading up to the event day.
Ultimately, checklists enhance overall productivity and contribute to a more successful outcome.
What is an event list?
An event list is a straightforward compilation of all activities planned for an upcoming occasion or gathering. Unlike an exhaustive checklist that details individual tasks or items needed for execution, an event list typically includes:
- Event name
- Date and time
- Location
- Agenda or schedule (including speakers or performers)
- Key highlights or attractions (e.g., workshops or entertainment)
Creating an effective event list helps attendees understand what to expect while providing organizers with a clear overview of planned activities.