Your Ultimate Event Checklist

The following is a generic Event Checklist that will help you get started in identifying all of the details you’ll need to consider as well as an indication of the timelines involved with your event planning process.

Please note that since association and non-profit events can range from a small workshop through to a gala fundraising event, we were not able to drill down to the level of detail you may need to consider when planning your specific event.  But, we hope this checklist gets you started with your event planning.

1. Determine event goals and objectives.
2. Set your event budget.
3. Finalize a date.
4. Find a venue location.
5. Create your event name and theme.
6. Obtain event sponsors.
7. Build your event website and registration page.
8. Invite event guests.
9. Promote your event.
10. Secure event suppliers (catering, A/V, photographer, decorations, etc.).
11. Write, proofread, and order any printed materials (programs, signage, etc.).
12. Manage event day set up, execution, and tear down.
13. Send post-event surveys to attendees.
14. Analyze what worked versus where improvements can be made.
15. Share event photos and publicity.

Whether it’s your first event or your hundredth, event planning is stressful. So stressful, in fact, that event coordinator was named the fifth most stressful job in 2017 by Forbes. 

Luckily, there are some great resources out there that can make the whole process easier. In addition to digital marketing tools like MailChimp, Facebook Events, and SurveyMonkey, there’s also handy reference guides about getting more out of your budget and foolproofing your festival operations to help you find some calm amidst the chaos.

Here is other things we believe you need to consider:

Size 

If you plan on having 50 people at your event, you might want your venue to be able to hold seventy. If you plan on having 300, you might want the capacity to be 350-400.

Location

The key to venue location is limiting the hassle your guests will have to face while traveling to your event.

Services & Amenities necessary for a perfect event

A set-up and clean-up crew, Air conditioning units, Mood Lights, Chandeliers, Chiavari Chairs, Changing Rooms, Car Park availability, Well maintained restrooms, Vendors corner,& Tech support.

And, when you need to make sure nothing slips through the cracks, there’s this event checklist. Use it at any point of the event planning process to reduce stress and make sure no detail is forgotten. Don't forget to consult us whenever you are ready to get started.