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.

Why you should choose End2End Events production services

When it comes to event services in Melbourne, End2End Events can help you design and coordinate your event down to the last detail. We provide direction and support your objectives whether it be the theme, food and beverage, entertainment, transportation, sound and lighting, staging or production. Our technical and creative expertise, combined with our well-trained staff can successfully execute your event. 

Audio Visual Staging and Production

Our technical experts have the perfect blend to create and design a program that’s memorable and hassle-free. We work with our clients to evaluate their needs in detail, then produce a flawless and compelling event. Our technical production services include scenic design, multimedia production, staging, lighting, live audio, video productions and stage entertainment. We transform your meeting or event into a unique experience.

Corporate Events

We have extensive experience in handling corporate events. We endeavor to understand your event and your specific needs and will then tailor a package to meet those needs. This is exactly why our customers come back to us for their next events. Whatever your theme, our team will brainstorm the best ways to showcase your brand to guests and attendees. If required, we assist with the creation of content including PowerPoint presentations, audio clip editing, and playlist creation. 

Festival Events

Festivals, community celebration, and events play a major role in our society as it brings people together.  It’s an opportunity to provide your delegates with a unique experience. We are able to provide a festival production with both speed and accuracy. By having your very own festival marquee with live music, delicious drinks, and food, we can organise the perfect event for family, relatives, friends, clients, and delegates. 

Equipment Hire

Whether your event is large or small, we can provide any appropriate production equipment that you may need. We believe that good planning holds the key to the success when organizing an event. With quality equipment on-hand and a team of dedicated staff members, we believe that we can meet and exceed your expectations.

At End2End Events in Melbourne, we work with you to analyse your objectives, your budget, and your audience to design a perfect interactive event.  Event organization and design are our long-time specialties.

To know more about our events production services and if you are after an event planner for seminars, workshops, trade shows, Gala Dinner and Awards Night Melbourne, contact our event specialists on 1300 095 123 or email us on info@end2endevents.com.au.