What’s important to remember is that this is how your audience will experience the event, so you need to choose your platform wisely. Hybrid and virtual events will also require an event management platform where attendees can tune into the live stream and enjoy the content.
In-person events require check-in and registration, AV equipment, a stage manager, monitors, production equipment, and staff. Your requirements will vary depending on the event’s format. Map out your event tech needs and start getting estimates from technology vendors.
Now is the time to finalize those contracts and lock them in for your event. ☐ Finalize speakers, panelists, and entertainmentīy now you should have a shortlist of speakers, presenters, panelists, and entertainers. You want to have ironclad confidence that the essentials are squared away before the day of the event. Let’s dive in! ☐ Finalize vendor contractsįor every large vendor you have, whether it be a caterer or swag supplier, be sure to finalize your contracts before going any further. At this stage, you’ll finalize deals, make deposits, formulate a marketing plan, and start pitching to sponsors.
#Event checklist template pro#
Pro tip: Kick-start your financial planning using our free event budget template.ĭownload the guide 4-5 months before the eventĪs you near the midway point of the journey, you should already have the first part of your event planning checklist completed. Will you offer early-bird pricing? VIP tickets?Ĭonsider everything that you might need to create a successful event: Determine how you will price your tickets. Then, using this information, establish an event budget. Also, consider factors such as Wi-Fi, liability insurance, parking, transportation, security, and accessibility (all these details will affect your budget).īefore moving forward, it’s best to have a complete budget you can use to estimate potential ROI from ticket sales and sponsorships.įirst, estimate the cost of your event. The earlier you finalize the venue, the better. Location: Scope out a potential location, start getting event venue estimates, and book your venue.Is it a one-day conference, or a multi-day convention? Logistics: Determine your event date, time, and duration.Size: How many people do you expect to show up?.Format: How will attendees experience the event? Will it be in-person, virtual, or hybrid?.Event theme: Brainstorm key aspects of your theme, including an event name, tagline, and value proposition.Figuring out the following details will set things in motion and plant the seed from which your event will grow: ☐ Work out the detailsĮstablish the foundation of your event and decide what it is you’re actually going to plan. Beyond that, it also impacts every decision you make thereafter. By deciding what you’re trying to accomplish-brand awareness, ticket sales, lead generation-you also determine how performance will be measured. Setting an event goal is an important first step. What is its purpose? What do you want to gain from it? How will you define its success? Here’s what you can expect to coordinate at this point in the process: ☐ Define your event goalsīefore you get ahead of yourself, stop and ask yourself why you’re hosting this event. For in-person or hybrid events, most event planners tend to start coordinating 6-12 months before the big day. The duration of the event planning process varies depending on the type and size of your event. To help you get started, let’s take a look at everything you might need to include in your event planning checklist. There’s no such thing as a one-size-fits-all template, which is why it’s important to customize it according to your goals and requirements. In simple terms, it keeps you organized and on track so that you can deliver a successful event. Using an event checklist will ensure that you don’t miss anything important along the way. Think of it more like a resource that chronologically outlines every detail of the event and when it needs to be coordinated. It’s much easier to compile everything in an event planning checklist.Ī planning checklist isn’t necessarily an event plan in and of itself and shouldn’t be used in place of a run of show or event budget.
Event planning has a lot of layers-far too many for any one person to keep track of all in their head.
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