Planning an event can get complicated without a guided time frame to lead you.
I have developed a checklist to help you remember every detail. This list is customizable based on the type of event your having.
Here is a sample 6 month checklist for event planning:
6 Months Before
Determine event goals and objectives
Identify the event date
Plan the Budget
Set your agenda
Choose your Keynote Speaker
2-5 Months Before
Design, print, post and print event flyer
Choose menu and decorations
Set up mobile app and registration
Get your permits and insurance
Hire Photographer, videographers, entertainers
Market your event – email, social media and Public relations
Make travel arrangements and book any accommodations
Prepare detailed agenda
Purchase supplies, awards, gifts and incidentals
1 Month Before
Reconfirm all contracts and reservations
Finalize menu and serving style
Continue Marketing and Public Relations Campaign
Finalize setup details
Assign tasks for day of event (Volunteer Team)
2 Weeks Before
Check with venue for last-minute site details
Confirm all travel arrangements and accommodations
1 Week Before
Give final headcount to vendors, caterer and venue
Prepare name tags, registration packets, and on-site materials
Prepare final payments for suppliers
Prepare gifts for guests and/ or speakers
Walk thru event with volunteer team finalizing parking, security, registration, décor’ and audio visual
Day of event
Meet briefly with volunteers to coordinate task
Leading briefing session with speakers
Greet people at entrance
Sit back relax and enjoy your Event!
Immediately Following Event
Financial – update budget based on receipt, final registration and finalized data.
Send Thank you and acknowledgment letters to: Volunteers, Sponsors, Speakers/Presenters and Media
Conduct Post-Event Survey – ask for attendees to evaluate the event.
I hope you find this checklist helpful in getting your event up and running. Remember to customize this checklist and be sure to print this list and keep for future events.