With so many steps that go into planning an event, just keeping track of all your to-dos can be a lot of work. An event planning checklist can help you stay on track as you work through each phase of your event.
To help you create an event planning checklist, we've put together a step-by-step guide with key tips and strategies to ensure your event's success .
Here are seven essential stages to include in your event planning checklist:
For each stage, consider what’s relevant to your specific event and where each task fits within your event timeline .
💡 Grab your copy of our step-by-step event planning checklist to learn more and to stay focused on your goals, budget, suppliers, set-up and execution.
Start by identifying your event’s goals. Does the event need to increase brand awareness, drive new sales leads, reward and motivate employees, or something else? Speak to internal stakeholders and agree on:
This will help to determine the topics, content, speakers, and promotional channels you’ll need.
You’re now ready to appoint a planning team, allocate responsibilities and create an event timeline , which should include regular meetings to check everyone's progress.
Tip: If you’ve held this event before, you can use your previous event budget to establish a baseline.
Make sure to factor in:
Budget planning with sustainability in mind means understanding where carbon-conscious improvements can be made and if more budget is needed. Examples include ensuring food is locally sourced, adding vegan options, offering alternative transport choices, removing single-use plastics and giving each delegate a reusable water bottle.
Likewise, extra budget may be required for accessibility improvements such as sign-language interpreters, service animal facilities, additional screens for captioning and quiet areas for neurodiverse attendees.
To finalise your budget, you’ll need to attach a cost to every item in your event lifecycle. Reach out to suppliers early for quotes and start compiling a list of everything you can think of.
Remember, an event budget needs built-in flexibility as it will change as your plans get underway.
💡 Read our Event Budgeting Guide to learn more.
Tip: Great relationships make negotiating and planning an easier process. Make decisions on which suppliers to work with based on how easy it is to communicate and collaborate with them.
With 77% of attendees having higher expectations for digital experiences at events than they did a few years ago, event technology is a must. Consider an event technology provider that offers tools to help you plan, execute, and measure the performance of your events.
Compile a ‘wish list’ of venues. Does your preferred venue need to have a certain capacity? Maybe you will only consider unique venues instead of hotel conference centres? Use these requirements as the basis for searching for the right venue .
Tip: Use a venue sourcing platform to compile your shortlist. You can filter and customise venue searches by location, total meeting space, safety information, outdoor meeting space, bedrooms, venue type, and more.
You’re now ready to send RFPs to your chosen contenders. Compare and assess:
Continue to shortlist other suppliers you may need. Ask venues to recommend caterers, transport providers, entertainers, accommodation partners and production agencies. Begin your enquiries by asking if suppliers have your event date available.
Once your venue, production company and technology provider are all in place, collaborate on event design and room layouts, by using an event diagramming tool that allows each contributor to make changes and share their ideas.
Pay particular attention to:
Tip: Develop and activate an event marketing plan . After all, without a great promotion strategy, no one will know about your event or the amazing speakers you’ve got lined up.
Make sure that you’ve allocated the right amount of budget to support your marketing efforts.
You’ll need a budget for:
You’ll also need an event registration website and a content calendar to plan articles and social posts promoting your agenda, event app, speakers, sponsors and more.
Be the guardian of your event brand by policing consistent design elements such as fonts, colours, and graphics across all marketing collateral.
Tip: Sign any remaining supplier contracts and schedule kick-off calls to run through timings, requirements and next steps.
Remember to create contingency plans. Begin planning for those circumstances beyond your control, such as possible transport strikes, bad weather, poor turnout and health and safety concerns. Knowing what you’ll do if something goes wrong will help you deal with any eventuality.
Tip: Making your speakers, exhibitors and sponsors feel more involved will result in them sharing their involvement on social media and telling more people about your event.
💡 Looking for speakers for your next event? Check out our top tips for securing great event speakers.
Tip: Go back over every element of your planning checklist. Evaluate what worked, what you could have done differently and where improvements can be made for next time.
Event planning can be a complex process, and no two events are ever the same. For guaranteed event planning success, grab our actionable step-by-step checklist and use it alongside your timeline to stay on track. You’ll impress stakeholders with your efficiencies and leave nothing to chance.
