It can always seem like you are having to juggle dozens of moving parts at once, from searching for the right venue to arranging speakers, catering, branding, and follow-up of the event.
In the absence of a concise outline, small details fall through the cracks – and even minor details can create a massive impact on the success of your event.
That is why an event planning checklist is the beginning of every successful event. The checklist not only makes you organized but also makes sure you are ahead of time, you are not caught in a last-minute rush, and that you are providing a hassle-free experience to the attendees.
This guide divides the whole process into three steps, which are: pre-event planning, on-site management, and post-event follow-up. Here, we will be addressing the most important phase of event planning, pre-event planning, and discussing the steps that will make your event successful.
Building the Foundation
Pre-event planning is done several months before. In case of a large conference, trade show, or festival, you might need to begin more than a year in advance. In smaller meetings or workshops, 5-6 months should be enough.
The initial measure is to establish the objective of the event. It is a question of what we are trying to accomplish. Is it a revenue-generating event, a networking event, a product launch, or an educational seminar? Ensuring that there are clear objectives shapes the other decisions to be made.
Fixed the purpose, checked the date, and the location. Think about whether you are organising a local event, a regional event, or an international conference. Consider seasonality, travelling ease, and other competing events, which can interfere with your dates.
Secondly, project attendance levels. Be it 30 executives in a board room or 3,000 delegates in a convention hall, the number of your audience will directly influence your decision on venue, catering, and budget.
Lastly, give a working title to the event. A title will simplify communications with members of the team, the vendors, and the possible sponsors, even when you refine it later.
Vendor Contracting and Research
When you have the groundwork, research on possible venues. Develop a list of shortlists as per capacity, location, amenities, and costs. In considering the cost of the venue, do not just end at the price of the room rental, but also include catering and audio-visual equipment, Wi-Fi, and parking, among other expenses. Thousands of dollars may be saved in negotiation at this point.
Simultaneously, start writing your budget. Early budgets can be estimates, but must cover all the expected revenues (ticket sales, sponsorships) and all the expenses (venue, catering, speakers, branding). In case you are planning to provide a decrease or discount, like early bird or student prices, you can also add such cases.
In case you need guest speakers, performers, or panelists for your event, make sure to get their availability in advance. With guests of high profile, a contract might be required several months before the event. Make safe accommodation and travelling plans, and set expectations.
Lastly, consult legal or senior management in order to approve contracts before signing with vendors and venues.
Team and Project Management
A team effort is needed in even minor events. Recruit essential team members and articulate roles. Who is going to take care of the vendor relations? Who manages marketing? Who is in control of logistics? Ownership can assist in avoiding tasks that are forgotten.
Establish a project schedule and milestones, and deadlines. Monitor activities, allocate tasks, and control communication with the help of such tools as Trello, Asana, or Monday.com. Frequent check-ins help to maintain accountability and make the necessary changes in plans.
Designing the Event Program
The structure of your event is the support of your event. Will there be one keynote session, a self-contained full-day program with several tracks, or a multiple-day festival? Make decisions in advance to match content, speakers, and logistics.
Give a balance between learning and networking when formulating the agenda. Individuals should have downtimes to digest information and communicate with colleagues. Take into account room arrangements, interaction, and technology that may improve engagement, like live polling or event applications.
The branding also contributes to this. Create a graphic image of your event logo and colors, and guidelines. Gather sponsor logos and set some rules of placement to prevent conflicts.
Website and Registration
Your main communication medium is an event website. It must incorporate some basic details such as date of event, venue, and highlights of the agenda, as well as the ticketing information.
Establish a web-based registration service to keep track of the RSVP, track payments, and gather information about the attendees. Registration is also good in even free events, where the planning of catering and seating is needed.
Venue Logistics
After choosing a venue, do a layout plan. Following this, please decide how the rooms will be distributed, where to set up stages and screens, and how to get the attendees to move between the rooms. Publish unloading and setup information with personnel, suppliers, and exhibitors.
Don’t forget accessibility. Give clear instructions on guests with special needs and ensure that your venue is up-to-date. WiFi test capacity, early on, poor connectivity can ruin the experience and technology of the attendees.
Food and Beverage
The most memorable thing about an event is usually the catering. Confirm service times, headcounts, and diets. Ensure that the staff and VIPs are taken care of. Fix figures as near the event as possible to save on waste and unforeseen expenses.
Speakers and Entertainment
Orators must have good articulation. Give instructions on how to make presentations, establish time limits on how to submit material, and also have rehearsals. Gather headshots and bios to be used in promotion. Travel to the book and arrange accommodation as necessary, and create a line of contact where the emergency can be accessed instantly.
Technology and Production of Events
Technology has the capacity to bring an event to the next level- or disaster when unchecked. Technologies such as apps, live streaming tools, or social media integrations that integrate within research events.
Organize demonstrations, educate personnel, and market these tools to the audience in order to use them fully.
In case of AV production, your supplier and you coordinate with him regarding the size of the stage, microphones, cue systems, and backup plans. Rehearse the schedule, and always keep backup plans for technical failures.
Marketing and Sponsorship
Your marketing strategy is supposed to commence several months early. Develop a program that has the registration goals, social media milestones, and the press release dates. Creating an unforgettable event hashtag and asking partners to post pre-written content.
Photography and video should also be prerecorded, and it should be indicated what to capture and when. In case you have sponsorships in your model, sell yourself to potential partners. Adapt to achieve their goals and make sure that it is in line with your brand of event.
Health, Safety, and Risk Management
Safety cannot be overlooked. Make sure that all permits, insurance, and licenses have been obtained. Collaborate with local governments in case your event is a big one. Perform risk assessment of the conduct, develop evacuation plans, and train staff on emergency measures. To make events family-friendly, create lost children or vulnerable attendee policies.
Final Preparations
- Just before the event, make all ends meet:
- Issue last-minute attendee notifications.
- Badges, programs, and print signage.
- Create a master contact list of important phone numbers.
- Prepare an event manager kit that includes such essentials as tape, pens, extension cords, and first aid supplies.
- Check on arrival times with talkers, sellers, and employees.
- Move all the supplies to the location.
Conclusion
A successful event is based on pre-event planning. Since you handle every single detail, such as objectives and budgets, as well as catering, branding, and safety, you create the atmosphere of a seamless and professional experience. A well-defined checklist not only ensures that your team stays on track but also gives you a sense of peace knowing that nothing vital has been left out.
