The Occasion Planning List Used By Top Event Planners

Are you new to preparing events, and desire a little assistance?

Or are you just wishing to discover an easy process for your group to follow while preparing an event?

The following is a generic Occasion Planning List that will assist you start in identifying all of the details you’ll require to think about along with an indication of the timelines involved with your occasion preparing procedure.

(And if you wish to discover how to prepare an event from start to end up, check out our entire guide here.)

The leading ten crucial actions in this checklist can be summed up as follows:

Event Preparation Checklist

  1. Establish your occasion objectives and objectives.
  2. Select your occasion’s date.
  3. Develop an occasion master plan.
  4. Develop an event spending plan.
  5. Brand name your occasion and start publicity.
  6. Organize sponsorships and speakers for your occasion.
  7. Launch ticket sales.
  8. Coordinate with occasion suppliers (catering, equipment, etc).
  9. Manage occasion day established and execution.
  10. Conduct an extensive assessment of your event.

To help you out every step of the method, I have actually broken down this list into a few different sections by date, which you can see in the table of contents to the side.

Obviously, the earlier you can start working on your occasion, the much better– that way you’ll be as prepared as possible when any problems come up (as they most likely will).

I ‘d likewise recommend printing off this list to make it as easy as possible for you to remember whatever you have to do. Planning an event is demanding, and it’s typical for things to fall through the cracks.

Lastly, please note that considering that occasions can vary from a little workshop through to a gala fundraising occasion, I wasn’t able to drill down to the level of information you may need to think about when planning your specific event– however I hope this list gets you started with your occasion planning.

How to Event Planning Checklist Guide

The Initial steps in Your Event Checklist: 4-6 Months Ahead of Event The additional beforehand you can begin preparing, the better– but I’ve observed that most companies we work with start preparing their big events like galas and

  • fundraising events about 6 months in advance. Here’s what you require to do to get started. Develop your occasion objectives and goals. Did you wish to raise cash or awareness? The number of guests are you wanting to get? Developing it up front will make it much easier to determine the success of your event.(For tips on getting more event participants, click here.)
  • Select the date. And ensure it does not contravene any other occasions happening in your area, or any significant holidays.
  • Recognize location and work out information. What kind of insurance does the place need? Can you serve alcohol? Figure out the requirements prior to devoting.
  • Develop an event master strategy. Straightening out every information will help ensure you don’t miss a thing.
  • Get expense quotes. Some expenses you might require to consider are:
    • Room leasing
    • Food and drinks
    • Devices
    • Speaker charges
    • Travel for staff
    • Insurance
  • Produce an occasion budget. Based on the costs above, you’ll be able to identify just how much your event will cost– and if you’ll require to lower any of them!
  • Recruit an occasion committee. This includes choosing an occasion manager or chair, and establishing sub-committee chairs.
  • Brand name your occasion.
    • Start building out an event website or pages on your website that explain the occasion.
    • Develop an occasion logo design and tagline.
  • Produce and introduce promotion strategy. This consists of ensuring personnel and/or volunteers are recognized to manage specific tasks– e.g., media relations, VIP coordination, printed product design & printing coordination, signage, online/ social media, and so on
  • . Recognize and confirm speakers/presenters/entertainers. Who will you require on hand throughout the event?
  • Identify and contact sponsors/partners.
  • Determine if you require occasion registration software to make the procedure easier. There are a range of different software tools that can assist streamline the event process.
  • Determine if you need other event management software application.
  • Release early-bird tickets.
    • Ensure registration kinds are accessible and allow area for preferred pronouns and chosen names.

event registration callout

3-4 Months Ahead of Event: Beginning to Increase Now that you have some of the fundamental parts of your occasion determined, it’s time to begin performing on the rest. If your event is showing up in a couple of months, you’ll require to start communicating with all the stakeholders outside your organization and continue collaborating with them. Some points you’ll require to remember consist of:

  • Build out needed documents for your group.
  • Speaker/presenter/entertainer intermediary:
    • Complete presentation/speech topics
    • Get bio details, image
    • Travel & accommodation plans
    • Have contracts signed if proper
    • Ask speakers to begin promoting and sharing it with their network
  • Financial/Administration:
    • Figure out registration costs
    • Establish and allow online registration
    • Complete sponsor levels and quantities
    • Identify items to be underwritten and accounting tracking details
  • Location and logistics preparation:
    • Determine and arrange all details re menu, A/V devices, registration set-up, parking, signs, etc.
    • . Evaluation security needs/plan for the occasion with venue supervisor
    • Examine need for any special permits, licenses, insurance coverage, etc.
    • . Examine availability requirements (e.g. all-gender restrooms, wheelchair availability, etc).
    • Interact ease of access requirements to staff.
  • Follow promotion strategy:
    • Develop draft program
    • Develop draft occasion script (e.g., MC, speaker introductions, thanks, closing, etc.)
    • Develop publicity pieces– e.g., newsletter articles and/or advertisements, radio spots, print blog posts short articles for submission to other publications and/or ads, etc.
    • Request logo designs from business sponsors for online and printed products
    • Develop and produce invitations, programs, posters, tickets, etc.
    • . Establish media list & prepare Press release, Media Advisory, Backgrounder and all media kit products (e.g., speaker information, pictures, and so on)
    • Create occasion page on your site
    • Enable/create email occasion alerts
    • Create a Facebook occasion page
    • Develop a promotion video and post on YouTube and your Facebook page
    • Register your occasion on a variety of online event calendars
    • Develop some buzz on your blog site or member online forums
    • Figure out VIPs and produce invitation & tracking file (e.g., spreadsheet)
    • Order any preferred event boodle

Want a copy of this list? Download it here.

1-2 Months Previous To Occasion: Continue Going

You’re getting there! At this point, you’re probably investing a growing number of time concentrating on the event and settling some information.

  • Send out tips to your contact list regarding registration and involvement.
  • Connect once again to presenters/speakers concerning:
    • Confirming travel and accommodation information
    • Demand copy of speeches and/or discussions
  • Sponsorship completion:
    • Follow up to validate sponsorships and underwriting
    • Get any advertising products you’ll be sharing at the event
    • Ask sponsors to share event on their promotional channels
  • Continue executing on your publicity strategy:
    • Release press announcements about keynote speakers, celebrities, VIPs going to, honourees, and so on
    • . Post your initial occasion news release on your website and circulate to all partners, affiliated organizations, and so on
    • . Post more information about your event on social media
  • Close early-bird tickets; release basic pricing.
  • Complete and proofread printed products.

1 Week Prior to the Event: The Home Stretch

You’re getting so close! By this point, the majority of the occasion information must be confirmed and all that’s left will be final touches, such as:

  • Have all committee chairs fulfill and confirm all information against Master Plan. You must likewise make sure back-up plans are established for any scenario (e.g., back-up volunteers as VIP greeters, extra volunteers for registration or set-up, etc).
  • Finalize event script.
    • Assign practice sessions for anyone who has a speaking slot.
  • Short any/all hosts, greeters, volunteers about their event duties and timelines.
  • Settle your seating plan.
    • Ensure it consists of wheelchair-accessible areas and has clear paths through the venue.
  • Provide final registration numbers to catering service.
  • Make print and online copies of any speeches, videos, and discussions.
  • Do a final registration check, including name badges & registration list. Depending upon when your registration closes, this may not be possible until a few days ahead of time, however try to complete it as early as possible.
  • Figure out photo op and interview opportunities with any speakers and VIPs.
  • Verify information with media guests.

Attachments for events banner

  • 1 Day Before the Occasion: Almost There Here are a few last-minute information you may wish to remember: Validate media presence. Ensure all signage remains in place– both around the location and
  • any other locations in which it’s required. Make sure registration and media tables are prepared and equipped with essential items (such as blank name badges, paper, pens, tape, stapler, etc.)
    • Ensure there are enough outlets. If not, consider bringing power bars for guests and your group.
  • Make sure all promo items, gifts, plaques, trophies, etc. are on-site.
  • Ensure all A/V devices is set up and working effectively.
  • Get a good night’s sleep! You’ll need the rest before the amazing day to come.
  • Event Day: Your Time to Shine

    The special day has actually gotten here! Here’s what you need to keep in mind:

    • Take a few deep breaths– you got this!
    • Ensure you have copies of all directions, directions, contact number, keys, additional parking allows for VIP guests, seating charts and visitor lists with you
    • Check in with each Committee Chair to guarantee their group is on track.
      • Likewise sign in with catering and any sponsor groups that are going to.
    • Assist sponsors, speakers, and other teams as required.
    • Greet new participants.

    Right Away Following Occasion: Post-Event Follow-Up

    While you require to carry out a thorough evaluation and update your spending plan, there are post-event promotion, fundraising and member development chances that you can benefit from with just a little pre-event planning.

    Here are some of the activities you might think about as soon as the event is over:

    • Check in with location. Guarantee absolutely nothing crucial was left behind.
    • Monetary status:
      • Collect all invoices and documents, last registration data, etc. and
      • Update spending plan
    • Send thank-you’s and acknowledgement letters to:
      • Sponsors
      • Volunteers
      • Speakers/presenters
      • Donors
      • The media

    In your thank-you notes, make sure to advise the receivers of the occasion’s success– and how they contributed (e.g., dollars raised, awareness – variety of participants, etc.

    • . Post-event publicity:
      • Send out an email to your subscriber base with highlights from the occasion
      • Make a promotion reel video to share how it went (and as a reward, you can use it as publicity next year!)
      • Share highlights on social media
      • Update website page to show that it’s a previous occasion.
    • Conduct a post-event study. Discover what people taken pleasure in about your event and where you have room to improve.
    • Reach out to event participants. Thank them for getting involved and promote your ongoing programs and how they can support you throughout the year by signing up with, volunteering or making a sustaining donation. Conduct a team debrief to learn their ideas.
    • Conduct a comprehensive assessment of the event. What worked out and what could you do much better next time?

    I hope you found this list practical in getting started with event planning! Utilize this as a starting point to determine or designate activities to numerous volunteers or personnel, or print this off so you can actually mark off items as they are assigned or accomplished.

    And if you’re preparing a virtual event instead of a traditional in-person one, we have a downloadable Virtual Event Checklist, also!

    How to Event Planning Checklist Guide

    The Event Registration Software Application You Need To Try If you’re ill of processing event registrations and payments by hand, there’s a software that can completely automate the process for you online. It’s called Subscription Management Software application and here’s what it can do:

    • Permit easy creation of online registration types
    • Put a calendar of occasions on your site
    • Instantly upgrade your website with approaching occasions
    • Deposit occasion payments straight into your account
    • Send automated invoices and occasion pointers
    • Discard occasion guest data straight into your contact database
    • and more

    Not just does Subscription Management Software application take care of all occasion logistics, it likewise makes running any sort of subscription organization easier, because it automates a number of other administrative jobs around managing your contacts, site, finances, and email interaction.

    If you ‘d like to see if this kind of software application is right for your company, try Wild Apricot, the # 1 Membership Management Software application on the marketplace. The best part is that Wild Apricot is complimentary to try for thirty days. Click on this link to start your totally free trial now.

    Wild Apricot Review As a little non-profit, this software has actually made organizing and interacting with our subscription A Lot simpler. Membership is now automatic and signing up for our events is simple for our visitors and much less work for us.

    -DeeDee LaBaron, Oregon Employment and Training Association

    Event Checklist


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