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Event planning checklist

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Whether you have a house dress-up party or a major science conference in mind, you have to plan your event well in order to get people in and entertained during the event. We've put together a sample event planning template you can adjust to the size of your party. The gist remains the same: plan well ahead and you'll need to worry little during the event itself.


Way before your event starts


    Date: make sure it doesn't clash with anything major if possible.


    Location: based on the number of guests.


    Guests: identify your audience. This will make some of the decision below easier.


    Food/Drinks: get quotes in writing based on a guesstimate for the number of guests.


    Staff: it could be your friends or you might need to get volunteers.


    Staff roles: decide who does what before & during the event.


    Speakers/performers: check their availability for the date you've chosen.


    Sponsors/partners: make a list of potential partners assign a staff member to contact these.


    Promo plan: create a plan, assign staff roles.


    Ticket fees: decide on fees & extra merch.



Just a few weeks away


    Event: create a page for your event.


    Tickets: make sure your tickets are easy to find and buy.


    Promo: send out emails, list event in relevant groups, request staff & participants to share.


    Media: confirm photographer/videographer. Allow media to register for your event.


    Location: confirm all the technical details at your venue.


    Logistics: make sure guests & participants can get to your venue.


    Running order: put a running plan together & update your staff/participants.


    Brief: run a final brief with your staff to make sure your plan is solid.



On the day of the grand event


    Location: check wifi, confirm all technicalities, put all material in place, check decorations.


    Material: make sure to have a copies of sitting, guest lists, staff responsible.


    Staff: run pre-brief & mid-day brief if needed to see if you're on-track with your plan.


    Contact: make sure everyone has contact details in case of emergency.


    Participants: run brief about running order, pass on contacts for any questions.


    Media: make sure media has all the right contacts & passes.


    Promo: collect stories, photos, videos, social media impressions.


    Guests: inform guests about the running order & facilities.



After the celebration is over


    Finance: gather all receipts, update budget, get payments.


    Promo: send thank you notes, upload presentations & any extra material.


    Survey: send out survey to find out how your event went.


    Analysis: check how many tickets were bought & when to get a picture for your next event's promo.



Create and plan your event with Billetto

Create event

Create a beautiful event page in under 10 minutes - add tickets (free or paid) to your event

Promote & share

Share your event on social media or use the Billetto widget to sell tickets directly on your site

Follow the numbers

Get up-to-date statistics on your daily sales and where they’re coming from with Billetto Insights

Join the community

Add your event to one of the Billetto categories to have it discovered by the existing Billetto Community

Avoid queues

Don't keep your guests waiting - use the Billetto app to effortlessly check your guests in on the day

Embrace the guest list

Export your Billetto event guest list to use it for future promotions and event announcements

Create my event now