Event Planning Checklist: 15 Must-Do Tasks Before Launch
Planning an event can feel overwhelming, but breaking it into 15 key tasks makes it manageable. Whether you’re organizing a conference, workshop, or celebration, here’s a quick guide to ensure success:
- Set Goals: Define event objectives and measure success (e.g., attendance, revenue).
- Know Your Audience: Identify your target attendees and tailor the event to their needs.
- Pick the Event Type: Choose in-person, virtual, or hybrid based on goals and budget.
- Plan the Budget: List all costs, track spending, and set aside emergency funds.
- Book the Venue: Reserve early, evaluate space, and test equipment.
- Coordinate Vendors: Secure services, review contracts, and maintain communication.
- Create a Marketing Plan: Start early with emails, social media, and promotions.
- Build a Schedule: Plan every detail, from setup to breakdown, with buffer times.
- Lock in Presenters: Confirm speakers, test equipment, and rehearse sessions.
- Test Equipment: Check audio, visual, and internet systems before the event.
- Prepare for Event Day: Rehearse, set up a control room, and monitor progress.
- Engage Attendees: Use tools for smooth check-ins and real-time updates.
- Collect Feedback: Send surveys post-event for insights on what worked.
- Review Data: Analyze attendance, engagement, and ROI to measure success.
- Follow Up: Share materials, thank attendees, and promote future events.
Pro Tip: Use event management software to streamline tasks like budgeting, registration, and scheduling.
This checklist ensures nothing falls through the cracks, leaving you prepared for a seamless event day. Ready to dive into the details? Let’s break it down step by step.
Essential Guide: Event Pre-Planning Checklist
Set Event Purpose and Target Audience
Start by defining your event’s purpose and understanding who you’re planning it for. These two steps will guide all your decisions moving forward.
List Specific Event Goals
Set measurable goals to evaluate your event’s success. Here are some examples:
| Goal Type | Example Metrics | How to Measure |
|---|---|---|
| Attendance | 500 attendees | Registration count |
| Revenue | $50,000 | Ticket sales and sponsorships |
| Engagement | 85% satisfaction | Post-event surveys |
| Lead Generation | 200 qualified leads | Business card scans |
Define Target Attendees
Shape your event by pinpointing key traits of your audience:
- Job roles and industries they work in
- Authority to make decisions and manage budgets
- Level of technical knowledge or expertise
- Geographic location and ability to travel
- Patterns from past event attendance
Your registration platform can help you gather this data, which will influence everything from session topics to catering choices.
Pick Event Type
Select an event format that aligns with your goals and audience needs:
- Accessibility: Decide if your event will be in-person, virtual, or hybrid by considering where your audience is located and their schedules.
- Content Delivery: Match the format to your event’s purpose. Workshops are great for hands-on learning, while conferences work well for networking and sharing knowledge.
- Resources: Factor in your budget, time, and available resources to determine what’s feasible.
Lock in your event type before moving forward with budgeting.
Plan and Track Budget
Set up a detailed budget to keep your event on track and running smoothly.
List All Expected Costs
Start by outlining every potential expense. Here’s a breakdown of common categories and their typical cost ranges:
| Expense Category | Common Items | Typical Cost Range |
|---|---|---|
| Venue | Space rental, insurance, permits | 25-35% of budget |
| Production | AV equipment, staging, lighting | 15-20% of budget |
| Catering | Food, beverages, service staff | 20-30% of budget |
| Marketing | Signage, branding, promotional materials | 10-15% of budget |
| Talent | Speakers, entertainers, travel costs | 10-20% of budget |
| Software | Event management platform, registration tools | 5-10% of budget |
For better accuracy, break down each category further. For example, under catering, consider per-person meal costs, staff wages, rentals for serving equipment, dietary accommodations, and drink options.
Set Up Budget Tracking
Use tools to stay on top of your spending. Many event management platforms include budget tracking features that let you:
- Log and categorize expenses for easy reference.
- Compare actual costs to your estimates to spot discrepancies early.
- Track payment deadlines to avoid late fees.
- Store vendor invoices and contracts in one place.
- Generate financial reports to review spending trends.
Daily updates to your budget tracker help you catch issues early and make quick adjustments if needed.
Add Emergency Funds
Set aside 5-10% of your budget for unexpected expenses. Some examples include:
- Last-minute vendor cancellations or changes
- Expedited shipping costs
- Extra equipment or supplies
- Backup plans for bad weather
- Sudden price increases
Keep this reserve separate from your main budget and document any withdrawals. This cushion ensures you’re prepared for surprises without jeopardizing your overall budget.
Book Venue and Test Equipment
Choose and Reserve Location
Start looking for a venue about 8 months before your event. To streamline the process, prepare a detailed Request for Proposal (RFP) that outlines your needs. Here are some key factors to consider:
| Venue Feature | Key Considerations |
|---|---|
| Space & Layout | Capacity, floor plan, accessibility, parking |
| Technical Setup | Built-in AV equipment, power outlets, WiFi strength |
| Services | Catering, setup/teardown, security |
| Contract Terms | Deposit policies, cancellation terms, insurance |
| Cost Details | Rental fees, extra charges, hidden costs |
When discussing terms with venues, offer 2-3 possible dates to increase your chances of securing a good deal. Request floor plans and arrange walk-throughs to evaluate the space in person.
“There are several venues that require a certain amount of liability as well as them named as additional insured for the event. Typically you can ask your general liability insurance agent for this endorsement for your event. It is also a great idea to START EARLY in planning to have this added as well as to have all of the wording required, address, etc., prior to contacting your agent.” – Amy Hallquist-Hamric, president of Hallquist Insurance Agency
Once your venue is booked, shift your attention to confirming the technical setup.
Check All Tech Systems
A week before the event, conduct a thorough check of all technical systems. Pay attention to these areas:
- Audio Equipment: Test microphones for presenters, panel discussions, and audience Q&A. Ensure sound quality is consistent across the venue.
- Visual Systems: Verify projector brightness and confirm displays are appropriate for the room size and viewing distances.
- Internet Connectivity: Test WiFi to ensure it can handle the expected number of attendees using social media, accessing materials, or engaging in online activities.
Create Backup Plans
Be prepared for unexpected technical issues with these backup strategies:
- Have a secondary space available for emergencies or overflow.
- Keep extra microphones, cables, adapters, and offline copies of presentations.
- Set up redundant internet options, such as both WiFi and hardwired connections.
- Compile an emergency contact list for venue staff and technical support.
Finally, schedule a full rehearsal with all speakers and presenters. This will help identify and resolve any equipment or compatibility issues ahead of time.
Book and Manage Vendors
Book Required Services
Start by drafting a detailed vendor requirements document to outline your needs and expectations. Use the following criteria to evaluate potential vendors:
| Selection Criteria | Details |
|---|---|
| Industry Experience | Look for vendors with experience in similar events. |
| Portfolio Quality | Review their past projects and results. |
| Communication Style | Assess responsiveness and clarity. |
| Risk Management | Check for backup plans and insurance coverage. |
| Client References | Read testimonials and recent reviews. |
| Budget Alignment | Ensure pricing is clear and fits your budget. |
Vendor contracts should clearly outline:
- Service scope
- Deliverables
- Setup and breakdown times
- Payment terms
- Cancellation policies
- Equipment requirements
- Staff assignments
Once contracts are signed, make sure all necessary legal documents are in place.
Get Required Papers
Prepare a compliance checklist to ensure all vendors meet legal and safety standards. This should include:
- Business licenses and permits
- Liability insurance certificates
- Health department certifications (for food vendors)
- Workers’ compensation coverage
- Equipment safety certifications
- Signed service agreements
Having these documents in order avoids potential issues and ensures smooth operations.
Set Up Vendor Communications
Use tools like ClearEvent to centralize all vendor communications. Share key details such as:
- Vendor contact information, including emergency numbers
- Floor plans and setup instructions
- Load-in and load-out schedules
- Equipment and power needs
- On-site staff assignments
Regular communication is key. Schedule check-ins with vendors and hold a briefing one week before the event. Use this time to:
- Go over the final timeline
- Confirm setup locations
- Test equipment compatibility
- Address last-minute concerns
- Share emergency contact information
Streamlined communication ensures everyone stays on the same page from planning to execution.
Create Marketing Strategy
With your vendors secured, it’s time to focus on spreading the word about your event through a well-thought-out marketing plan.
Schedule Marketing Activities
Start your promotional efforts alongside event planning. Use a timeline to organize your activities across various channels:
| Timing | Marketing Activities |
|---|---|
| 6+ months before | – Launch event website and registration page – Build your email list – Announce early bird pricing |
| 3-6 months before | – Begin social media campaigns – Send out the first round of promotional emails – Kick off paid advertising |
| 1-3 months before | – Increase social media posting frequency – Send reminder emails – Highlight speakers and sessions |
| Final month | – Post daily updates on social media – Send last-chance registration reminders – Make a final promotional push |
Focus on platforms where your audience is most active. Keep an eye on engagement metrics and tweak your approach as needed.
Build Sign-up Page
Create a straightforward, user-friendly registration page to encourage sign-ups. Include the following key details:
- Event specifics (date, time, location)
- Pricing options, including early bird discounts
- Information about speakers and session topics
- A section for frequently asked questions
- A simple, short registration form
Avoid overcomplicating the process. Studies show that long forms with unnecessary fields can drastically lower completion rates [4]. Only ask for information that’s truly useful for your event planning and communication.
Apply Brand Design
Maintain consistent branding across all event materials. Use tools like ClearEvent to:
- Add your logo and brand colors
- Customize registration forms
- Design branded tickets
- Create matching email templates
- Develop cohesive social media visuals
“Easily customize the appearance of the mobile event app, registration forms, tickets, invitations to match your brand.” [3]
Consistency in branding builds trust and makes your event materials instantly recognizable to your audience. Stick to your brand guidelines to create a polished and professional look.
Complete Event Schedule
Once your marketing strategy is ready, the next step is to organize your event’s schedule and finalize presenter details. This ensures everything runs smoothly on the big day.
Write Timeline
Lay out a detailed schedule that breaks down every activity into clear time blocks:
| Time Block | What to Include |
|---|---|
| Pre-event | • Staff arrival times • Setup deadlines • Equipment testing slots • Vendor check-ins |
| Main event | • Registration opening • Session start/end times • Break durations • Networking opportunities |
| Post-event | • Breakdown schedule • Vendor departures • Final walkthrough • Staff departure times |
To keep everything on track, add buffer time between sessions and include 15–20 minute breaks for smooth transitions.
Once your timeline is ready, confirm presenter availability to align their segments with the schedule.
Lock In Presenters
Get commitments from all speakers and performers ahead of time. Here’s how to make sure everything is set:
- Collect and review presentation materials
- Confirm each presenter’s technical needs
- Assign specific time slots and session durations
- Schedule technical rehearsals for all presenters
Input Schedule Details
Enter the finalized timeline and presenter details into your event management system. This should include:
- Exact session times and locations
- Speaker bios and headshots
- Titles and descriptions of presentations
- Room assignments and capacity info
- Special equipment needs
Double-check every detail to avoid last-minute surprises.
“Being able to preschedule those announcements just helped to take one more thing off of my mind.” [1]
Prepare for Event Day
Being well-prepared on event day helps avoid problems and keeps everything running smoothly.
Run Practice Session
Plan a thorough rehearsal to test every aspect of the event and fix any potential issues. Build a checklist to guide your practice run, including:
| Component | Test Items |
|---|---|
| Technical Systems | • Audio equipment and microphones • Visual displays and projectors • Internet connectivity • Backup power systems |
| Staff Readiness | • Registration process • Emergency protocols • Communication methods • Role-specific responsibilities |
| Presenter Setup | • Equipment compatibility • Presentation timing • Audio-visual needs • Transition sequences |
Rehearsals are the perfect time to refine presentations, test equipment, and identify any technical issues. Once the practice session is done, set up a central hub to manage all event operations.
Create Control Room
Establish a control room to serve as the event’s command center. This space should include:
- A quiet, designated area with stable internet access
- Monitors to oversee different aspects of the event
- Direct communication lines to key staff and vendors
- Access to all event management tools and systems
- Emergency response resources and contact details
Keep the control room accessible for staff while limiting entry to essential personnel to ensure smooth coordination.
Track Event Progress
After rehearsals and setting up the control room, focus on real-time monitoring during the event. This ensures everything stays on track and any issues are resolved quickly.
Key areas to monitor include:
- Attendance Management
Use digital check-ins to monitor attendance and open additional stations if needed. - Technical Operations
Place IT support teams throughout the venue and maintain communication with the audio-visual team for quick issue resolution. - Schedule Adherence
Use event management tools to keep sessions running on time.
“Super simple for […] keeping the lines moving during that conference in making sure that everybody got to our morning […] with plenty of time to spare.” [1]
“Being able to preschedule those announcements just helped to take one more thing off of my mind.” [1]
Review Event Results
After wrapping up an event, the next step is analyzing the results to improve future planning. Dive into the data to measure success and identify areas for refinement.
Get Attendee Input
Send post-event surveys within 24 hours to collect feedback on attendee satisfaction and areas for improvement.
| Survey Focus Area | Key Questions |
|---|---|
| Event Experience | • Rate overall satisfaction • Highlight most/least valuable sessions • Score staff helpfulness |
| Content Quality | • Were sessions relevant? • How effective were the speakers? • Was the material useful? |
| Future Planning | • Would you attend again? • What topics interest you? • Feedback on the venue? |
“It is never enough to have just a single key performance indicator; you need three, four, or even five in place to accurately assess whether the event can be defined as a success by your measurement.” – Dan McCarthy, Event Manager, Ultimate Experience [5]
Review Event Data
Evaluate both quantitative and qualitative metrics to measure performance. Focus on these areas:
- Attendance Metrics: Compare the number of registered attendees to actual participants to calculate the conversion rate.
- Engagement Data: Review session participation, Q&A activity, and networking engagement.
- Financial Performance: Determine ROI by comparing revenue to overall costs.
- Marketing Impact: Analyze social media reach and the effectiveness of promotional campaigns.
For instance, Drift‘s 2020 virtual event series achieved impressive results: over 36,000 registrations across quarterly events, with an average of 5,000 attendees per event. The series generated more than 300 business opportunities and contributed $1.5M to the sales pipeline [7].
With these insights, you can move forward with meaningful follow-ups to keep the momentum going.
Send Follow-up Messages
Quickly follow up with attendees by sharing:
- Event materials and downloadable presentations
- Thank-you notes for participants and speakers
- Survey links for those who haven’t yet provided feedback
- Details on upcoming events
- Recaps of key highlights and memorable moments
“Measuring event success through detailed metrics allows you to: Evaluate Performance, Improve Planning, Demonstrate ROI, Enhance Participant Experience.” – InEvent [6]
Conclusion
Pulling off a successful event means paying close attention to the 15 tasks in this checklist. From setting clear goals to managing budgets, coordinating vendors, and executing marketing plans, every step plays a role in ensuring everything runs smoothly.
The right tools can make these tasks much easier. Teri F., Assistant Chair of Prescott Frontier Days – World’s Oldest Rodeo, shares her experience:
“Without a doubt, the best event-planning software out there. Absolutely no cons!” [3]
Centralized tools are a game-changer for keeping all aspects of event planning under control. Here’s how they help during different stages:
| Planning Phase | Benefits |
|---|---|
| Pre-Event | • Track budgets and manage finances • Add custom branding • Use automated registration systems |
| During Event | • Manage schedules in real time • Streamline on-site check-ins • Monitor events live |
| Post-Event | • Access detailed reporting tools • Collect attendee feedback • Gain insights from data |
Event planning is a process you refine over time. Celena S., Event Founder, highlights this:
“I’m finding it very intuitive to set up my event and there are many, many built-in features that will help me manage my event successfully.” [3]