Event Planning Checklist

12+ Months Before the Event

• Define Event Goals: Purpose, target audience, desired outcomes.

• Set Budget: Allocate funds for all aspects of the event.

• Choose Date: Consider holidays, competitor events, and venue availability.

• Assemble Planning Team: Assign roles and responsibilities.

• Select Venue: Research, visit, and secure the venue with a contract.

9-12 Months Before the Event

• Develop Theme and Branding: Choose theme, design logo, and branding materials.

• Create Master Plan: Outline tasks, deadlines, logistics, and marketing strategies.

• Book Key Vendors: Catering, photography, entertainment, decor, AV equipment.

• Start Marketing: Develop and execute marketing plan, create promotional content.

6-9 Months Before the Event

• Finalize Event Schedule: Outline activities, presentations, and performances.

• Send Save-the-Dates/Invitations: Design, distribute, and collect RSVPs.

• Plan Logistics: Transportation, accommodations, parking, layout, and seating.

• Design Event Materials: Programs, signage, name badges, etc.

3-6 Months Before the Event

• Confirm Vendors: Reconfirm arrangements and timelines, schedule site visits.

• Develop Contingency Plans: Prepare for weather, technical failures, cancellations.

• Organize Guest Management: Finalize guest list, seating arrangements, welcome packets.

• Plan Activities: Organize engaging activities, prepare scripts, brief participants.

1-3 Months Before the Event

• Conduct Final Walkthrough: Verify logistical details and make adjustments.

• Finalize Marketing: Boost promotional efforts, use social media and email reminders.

• Prepare Event Kits: Assemble materials, test technical equipment.

1-2 Weeks Before the Event

• Final Rehearsal: Full rehearsal with planning team, vendors, and participants.

• Confirm Attendee Details: Finalize list, special requirements, print seating charts.

• Review Final Checklist: Ensure all tasks are completed, materials ready for transport.

Event Day

• Set Up Early: Oversee venue setup, ensure timely arrival of vendors.

• Conduct Briefing: Brief team and volunteers on roles and responsibilities.

• Manage Event: Monitor progress, address issues, ensure guest satisfaction.

• Capture Event: Coordinate with photographers and videographers.

Post-Event

• Conduct Debrief: Discuss successes and improvements, review feedback.

• Settle Accounts: Reconcile financial accounts, settle vendor payments.

• Send Thank You Notes: Thank attendees, vendors, and team, share event highlights.

• Evaluate Event: Assess success against goals, document lessons learned, plan for future events.

By following this concise checklist, you can stay organized and ensure a successful event. Happy planning!