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.


Ready to get started?