Whether you’re new to the world of event planning, or are looking for a way to make your existing process run a little more smoothly, we’re here to help you out. This ultimate event planning checklist will have things on track in no time at all.
6 months before the event
- What is your event for?
- If suitable, establish any Droid Blaze (APK Download Website) objectives or goals, e.g. raising awareness free fire download for pc or money vs industry conference
- Decide on your date
- Ensure that it doesn’t conflict with major holidays or any other big events in your city
- Decide on the venue
- Consider the individual needs of your venue
- Make sure it is central and easily accessible
- Does it need insurance?
- Will you be able to serve alcohol if you need to?
- Put together some cost estimations. Here’s some things you’ll need to think about…
- Tech and equipment
- Room rental
- Event insurance
- Food and drinks
- Travel for staff and speakers
- Speaker booking fees
- Start recruiting internally for an event planning committee
- Build out an event website or a page on your website
- Create an event logo, tagline and blurbs
- Start working on a publicity plan. Here’s some things to think about…
- Speaker coordination
- Media and PR relations
- Printed material design and printing
- Signage
- Social media and online activities
- Speak to and confirm the booking of presenters, speakers and/or entertainers
- Speak to and confirm the booking of partners and sponsors
- Set up registration process to make ticketing easier
- Release early-bird tickets and manage numbers
4 months before the event
- Iron out details with the speakers/presenters
- Finalise speech/presentation information
- Get bio and headshot photo signed off
- Complete travel and accommodation arrangements
- Ensure contracts are signed if needed
- Ask them to start promoting the event on social media
- Sort out finances to do with the event
- Decide on registration/entry fees
- Enable online registration for standard tickets
- Finalise sponsors, including contracts and payment amounts
- Organise logistics for the actual day
- Finalise all details for the event including:
- Equipment delivery and set-up
- Registration set-up
- Parking
- Signage
- Menu and drinks
- Stands and tables, if applicable
- What security is needed?
- Do you need any special licenses, permits or insurance?
- Make sure the event is accessible e.g. for those who are hard of hearing and those using wheelchairs
- Ensure all staff working the event are aware of accessibility requirements
- Finalise all details for the event including:
- Step up publicity efforts for the event
- Create a Facebook page/event page for the day, and post regularly
- Develop a draft program and start approval process
- Create draft event script, including opening and closing remarks, and individual speaker introductions
- Request logos and headshots from corporate sponsors and speakers for inclusion in online and printed materials
- Develop publicity pieces for relevant newspapers and industry publications, radio spots or ads
- Create email notifications for your attendees
- Create a promotional video and post on your social media
- Order goodie bag swag
1 to 2 months before the event
- Send out email reminders to attendees and speakers
- Touch base with your presenters and speakers regarding:
- Their travel and accommodation arrangements
- Touch base with your event sponsors too
- Get them to send any promotional materials they want handing out at their event
- Ask them to share and promote the event on their social media
- Confirm and finalise sponsorships if not already done so
- Continue the next prong of your publicity plan
- Release press releases to publications discussing any celebrity attendances, keynote speakers and VIPs
- Continue to post on social media
- Close early-bird ticket sales and activate standard pricing
- Approve designs, proofread blurbs and send printed materials to printers
1 week before the event
- Organise a final master meet-up with the event committee to finalise all details
- Ensure you have back-ups in place and contingency plans in place for the day
- Finalise the event script
- Brief all volunteers and employees about the timeline and their duties
- Complete seating plan
- Ensure all areas are wheelchair accessible
- Have printed copies of all speeches and presentations to hand
- Finalise details of photo and interview opportunities
The day before the event
- Contact relevant media outlets to confirm their attendance
- Place signage in relevant places around the venue
- Prepare registration tables with all the necessary equipment e.g. name tags, pens, etc.
- Check that all promotional items including cornhole goodie bags are on-site and in place
- Conduct tests and checks on all AV equipment and technology to ensure there are no surprises
The day of the event
- Make sure every member of the committee and every volunteer has copies of the documents they need
- This includes directions, important phone numbers, additional parking permits, seating charts and guest lists
- Check in with each person throughout the day to ensure everything is on track
- Greet people as they arrive
After the event
- Contact the venue to check if anything was left behind
- Update your budget, regardless of whether you over or underspent
- Gather all receipts and final documentation needed for finances
- Send thank you and acknowledgements to relevant people. Don’t forget to include details of the event’s success
- The venue
- The media
- Sponsors
- Speakers and presenters
- Volunteers and staff members
- Conduct post-event publicity
- Send out a mass email to attendees with highlights from the event
- Create a video of the day’s highlights (this can be used on social media, your post-event email marketing and in next year’s marketing)
- Conduct a post-event Jazz Monthly Social Bundle survey to find out what people enjoyed and what they thought you could improve on
- Debrief with the team
- Send out evaluations for your committee to find out what snags appeared on the day