What does an event checklist include?
When you create your event checklist, it should cover the essentials. That includes:
Date
Location
Type of event
Goals
Budget
Of course, there’ll be some parts of your event that won’t fall exactly into these categories, but
these must-haves are an important jumping off point.
What are the 10 steps to plan an event?
1. Define goals and objectives
2. Select event date
3. Create master plan
4. Make budget
5. Create event branding and start publicity
6. Secure and arrange sponsorship and speakers
7. Launch ticket sales
8. Coordinate with event suppliers (catering, equipment, etc.)
9. Manage day-off setup and execution
10. Conduct post-event analysis
The First Steps in Your Event Checklist: 4-6 Months Ahead of Event
Here’s what you need to do to get started:
Establish your event goals and objectives. Did you want to raise money or awareness?
How many attendees are you hoping to get? Establishing it up front will make it easier
to gauge the success of your event.
Select the date. And make sure it doesn’t conflict with any other events taking place in
your area, or any major holidays.
Identify venue and negotiate details . What kind of insurance/support letter/ permission
does the venue require? Can you serve alcohol, water, snack, or food? Determine the
requirements before committing.
Develop an event master plan. Ironing out every detail will help ensure you don’t miss a
thing.
Get cost estimates. Some costs you might need to consider are:
o Venue and or room rental
o Food and beverages
o Equipment
o Speaker fees (if there is any)
o Travel for staff and guests
o Insurance/ Health care
Create an event budget. Based on the costs above, you’ll be able to determine how
much your event will cost — and if you’ll need to reduce any of them!
Recruit an event committee/team. This includes selecting an event manager or chair,
and establishing sub-committee (departments) chairs.
Brand your event.
o Start building out an event website or pages on your website or other social
platforms that describe the event.
o Develop an event logo and tagline.
Create and launch publicity plan. This includes ensuring staff and/or volunteers are
identified to manage specific tasks – e.g., media relations, VIP coordination, printed
material design & printing coordination, signage, online /social media, etc.
Identify and confirm speakers/presenters/entertainers . Who will you need on hand
during the event?
Identify and contact sponsors/partners. Getting event sponsorship can be a huge boost.
Start looking within your network first. Contact your existing supporters and contacts.
Then use tools to find potential sponsors.
Determine if you need event registration software to make the process easier . There
are a variety of different software tools that can help streamline the event process.
Determine if you need other event management software . It’s worth looking into an
all-in one solution; this kind of software can tackle everything including event marketing,
relationship management, project management, and more.
Release early-bird tickets. Early-bird registration is a great way to pique interest and get
people excited ahead of the event!
Ensure registration forms are accessible . Make sure that your forms are inclusive. Allow
space for preferred pronouns and preferred names.
3-4 Months Ahead of Event: Starting to Ramp Up
If your event is coming up in a few months, you’ll need to start communicating with all
the stakeholders outside your organization and continue coordinating with them.
o Build out required documents for your team.
o General to-do lists
o Event goals, objectives, and KPIs
o Budget docs
o Design requirements
Speaker/presenter/entertainer liaison:
o Finalize presentation/speech topics
o Get bio information, photo
o Travel & accommodation arrangements
o Have contracts signed if appropriate
o Ask speakers to start promoting and sharing it with their network
