Checklist Every Event Planner must Use

Start as early as possible
Start preparing as least 6 or 12 months prior to the event. Draw up a plan with a Event checklist and add any notes for additional tasks that come to mind. Check out this great guide.

• Finalise speakers/presenters/entertainers, research information and have contracts signed if appropriate.
• Investigate whether any special permits are required regarding a liquor licence, insurance, etc.
• Review security needs and plan details with the venue manager.
• Begin to develop a publicity program, for example: create a draft event script, request logos from corporate sponsors for online and printed materials, update your website etc.

To hold a successful event a comprehensive event planning checklist is crucial. The event planner will keep you on track to cover all due dates to ensure you don’t miss any important tasks. A checklist is absolutely essential to help you stay organised at every step. The planning checklist actually starts 6 to 12 months before an event.
Follow the below checklist to make sure the event planner covers all aspects, for example, adequate catering and hiring of venue.

3 to 4 months before the event

• State event goals and objectives.
• Select date and time.
• Choose a venue and negotiate details.
• Decide on a theme 
• Obtain cost estimates on venue hire, buying food, entertainment costs, hiring of staff etc. and prepare a budget.
• List of people who will be attending. Make a guest list.
• Decide whether you are planning the event alone or will engage other people to help. Organise a team and segregate the tasks for each member.
• Research speakers/presenters/entertainers.
• Compile and identify sponsors/partners.

One month before the event

Include a section for tasks to be completed within one month prior to your event from your event planning checklist. These tasks include:

• Sending out reminders to contact list re-registration/participation.
• Confirm travel and accommodation details for speakers/presenters/entertainers.
• Follow up to confirm sponsorships and underwriting.
• Release press announcements about keynote speakers, VIPs attending, celebrities etc.
• Post your initial event news release on your website, social media and circulate to all partners affiliated with organisations etc.

One Week before the event

Include a section for tasks to be completed within one month prior to your event from your event planning checklist. These tasks include:

• Give everyone a copy of the event planning checklist and confirm tasks for all people involved.
• Finalise event schedule and scripts.
• Update everyone with final registration numbers.
• Confirm times with all your vendors.
• Organise print and online copies of any speeches, videos, presentations etc.

One Day before the event

Your event planning checklist is nearly complete with only a day away, but there’s still more to do. 

• Arrange furniture to suit the occasion and the wireless internet and sound equipment are all working well.
• Confirm if media will be present.
• Have registration and media tables well prepared with essential items like blank name badges, paper, pens, etc.
• Ensure all signage is in place.
• Check that all promo items, gifts, trophies are ready and are on-site.

Event Day

On the Day of your Event. 

• Arrive early and unpack all equipment and supplies that you are responsible for
• Ensure all staff and volunteers understand their roles and confirm with all speakers or presenters and performers that they are familiar with the program. 
• Check the sound, lighting and staging and hold a final rehearsal.
• Have a person or a professional to document the party by taking photos and capturing memorable videos.

This is the event planning checklist that will help you organise a hitch-free event. However, if you are still feeling stressed on planning an event in Melbourne, simply call End2End Events on 1300 095 123.