General Event Planning Checklist – a guide for Event Planners

1 Start By Defining Your Event Goals and Objectives

Before you start your journey as the event planner, it's important to understand the goals and objectives of your event. Ask yourself:

1. What is the purpose of the event? Are you celebrating a milestone, a birthday, launching a product, or raising awareness?
2. Who is the target audience or attendees? Understanding your attendees will help tailor your event to their preferences and needs.
3. What outcomes would you like? Set measurable goals, such as the number of attendees, the amount of funds raised, or the level of engagement.

Defining these goals early-on will guide all your event planning decisions and help you focus on what’s important for your event.

2 Decide On Your Event Planning Budget

Establish your budget early on. Think of all possible expenses, including function venue hire, catering services, event entertainment, and marketing or invitations. Allocate budgets for each category and stick to your amounts as closely as possible.

1. Function Venue Hire: Costs involved for renting the venue, including any additional fees for setup, cleaning, and overtime.
2. Catering Service: Food and beverages for your guests, including any dietary restrictions and preferences. Decide on bar and waiter services.
3. Entertainment: Costs for event performers, DJs, or public speakers, as well as any audio-visual equipment rental needed.
4. Marketing: Promotional materials, advertising, and any fees for listing your upcoming event on popular event advertising platforms.
5. Miscellaneous: Event Decor Services, guest transportation, and any unexpected costs that might arise.

Creating a detailed event budget will help you manage the finances effectively and avoid overspending.

3 Choose the Date and Venue

Choosing a suitable date and venue is crucial for the success of your event. Consider the following:

1. Confirm the availability of the key participants, event entertainers and public speakers to ensure they can attend that date at that venue location.
2. Ensure the function venue is suitable for your type of event and expected audience size. Consider the layout, guest capacity, indoors or outdoors, and amenities offered.
3. Think about accessibility, secure parking, and venue accommodation options if guests need to stay over.
4. Consider the season and any potential weather patterns that might affect your event – especially if it's outdoors.
5. Visit the function venue in person to get a feel for the space and envision how your event will unfold. This will allow you to get a complete picture of the layout, amenities and services on offer

The correct venue and date sets the stage for a successful event. Book early to secure your preferred location.

4 Write The Event Program

Write the event schedule, including the times and sessions, entertainment and activities, and breaks. Make sure there's a good flow and that all key elements are covered:

1. Opening Ceremony: Welcome speech and introduction to set the tone for the event. It's advisable to also discuss housekeeping rules and amenities available during this session.
2. Main Sessions: Presentations, performances, or activities that form the core of your event.
3. Networking Opportunities: Allow for frequent breaks and social sessions where attendees can connect and interact.
4. Event Entertainment: Live music performances, event entertainer performances, or other activities to keep guests entertained.
5. Closing Remarks: Summary of the event, acknowledgements, and thank-you notes to participants and event sponsors.

A well-structured program ensures that your event runs smoothly and keeps attendees engaged throughout.

5 Book and secure Event Vendors and Suppliers

Contact and secure all necessary vendors and suppliers well in advance. Make sure they are available for your date and venue location. This may include:

1. Confirm whether your venue permits external catering services or if they require in-house catering.
2. Caterers: Choose a catering service that fits your budget and can accommodate dietary restrictions.
3. Audio-Visual Equipment Providers: Ensure you have the necessary equipment for presentations, music, and lighting.
4. Event Photographers and Videographers: Capture important moments and create lasting memories of your event.
5. Entertainment: Book musicians, DJs, or performers to keep your guests entertained.
6. Decorators and Florists: Enhance the ambiance of your event with beautiful decorations and floral arrangements.

Securing reliable vendors and suppliers ensures that all logistical aspects of your event are covered, allowing you to focus on the bigger picture.

6 Promote Your Event

Create a marketing plan to promote your event. Utilise multiple channels to reach your target audience:

1. Social Media Marketing: Use platforms like Facebook, Instagram, and Twitter to create event pages and share updates.
2. Email Campaigns: Send out invitations and reminders to your mailing list, and consider using an email marketing service.
3. Press Releases and Media Outreach: Reach out to local media and online publications to gain coverage for your event.
4. Event Listings: Post your event on popular event listing websites and community calendars.
5. Paid Advertising: Consider using Google Ads or social media ads to reach a wider audience.

Effective promotion is key to attracting attendees and ensuring a successful event. Make sure your messaging is clear and compelling.

7 Manage Registrations

Set up a registration system to manage attendee sign-ups or event RSVP's. Ensure it is user-friendly and provides all necessary information:

1. Event Details: Provide comprehensive information about the event, including the date, time, location, and agenda.
2. Ticket Pricing: Clearly outline the ticket options and pricing, including any early-bird discounts or group rates.
3. Payment Processing: Offer multiple payment options to accommodate different preferences.
4. Confirmation and Reminders: Send confirmation emails upon registration and reminder emails as the event date approaches.

A smooth registration process enhances the attendee experience and helps you keep track of your guest list.

8 Prepare for the Day of the Event

Ensure everything is ready for the event day. Create a detailed run sheet and assign roles to your team:

1. Set Up the Venue: Arrive early to set up the venue, test equipment, and arrange seating.
2. Brief Your Team: Ensure everyone knows their roles and responsibilities, and provide them with a detailed schedule.
3. Registration Materials: Prepare attendee badges, registration lists, and any other materials needed at the registration desk.
4. Signage and Branding: Ensure all signage is in place, and that branding materials are displayed prominently.

Preparation is key to a smooth and successful event day. Make sure all details are covered and that your team is well-informed.

9 Execute the Event

During the event, focus on providing a seamless experience for your attendees. Monitor all aspects closely:

1. Welcome and Register Attendees: Ensure the registration process is efficient and that attendees feel welcomed.
2. Session Management: Keep track of time and ensure that sessions start and end on schedule.
3. Issue Resolution: Be prepared to address any issues that arise promptly and efficiently.
4. Engagement: Interact with attendees, gather feedback, and make sure everyone is having a good time.

Executing the event effectively ensures that attendees have a positive experience and that your event objectives are met.

10 Post-Event Follow-Up

After the event, follow up with attendees and evaluate the event's success:

1. Thank-You Emails: Send thank-you emails to attendees, speakers, and sponsors to show appreciation for their participation.
2. Feedback Surveys: Gather feedback from attendees through surveys to learn what went well and what can be improved.
3. Financial Review: Review the event's financials to assess the return on investment (ROI) and identify any areas for cost savings.
4. Documentation: Document key learnings and best practices to help improve future events.

Post-event follow-up is crucial for maintaining relationships with attendees and continually improving your event planning process.

Conclusion

Planning an event can be a daunting task, but with this comprehensive event planning checklist, you can ensure nothing is overlooked. Follow these steps to create memorable and successful events. For more tips and resources, explore EventBookr and discover how we can help you manage your events seamlessly. From event planning tools to a network of vendors and venues, EventBookr is your ultimate event planning partner. Start planning your next event with confidence and make it a memorable success with EventBookr.