Event planners do not have it easy. Whether you are a veteran of the industry or a newbie, you will relate to most of the things that make organizing an event one of the most stressful jobs in America.
There are many details that planners have to pay attention to while creating the framework for an event. The aim of this checklist is to take you through the complete planning process and help you keep a track of everything right from conceptualization to actually executing the event. Take a look:
1. Creating the event plan
- Define purpose and objectives
- Narrow down on ideal demographic and customer personas
- Create event themes and concepts
- Lock down possible dates
- Identify location and venue options
2. Budgeting and partnerships
- Analyze past event budgets
- Price tickets based on research
- Structure the budget, i.e., Income vs Expenditure (Potential and Actual)
- Include provisions for miscellaneous expenses
3. Partnerships
- Identify reliable ticketing and distribution partners
- Select reliable vendors
- Reach out to sponsors that best suit the event’s branding
- Explain partnership expectations and strategy
4. Venue selection and marketing
- Survey the event venue
- Narrow down venue options
- Create the event website
- Create a distribution strategy and zero down on relevant distribution channels
- Initiate influencer and press initiatives
5. Logistics
- Chalk out the event timeline
- Research and book speakers/talents
- Gather volunteers
- Consider and test decor and audiovisual options
- Pick an appropriate caterer for food and beverage
- Order signages and promotional items
- Initiate website promotion activity
6. A fortnight to the event
- Initiate venue set up
- Designate roles and train volunteers
- Reconfirm vendor participation
- Ensure pre-event payments are taken care of
- Gather and take inventory of materials that have to be shifted to the venue
- Designate areas for each event function
- Include a trial run
- Facilitate a contingency plan for emergencies
7. The day of the event
- Perform last minute checks at every station
- Collect contact information from every vendor representative
- Brief the team
- Organize a press meet
- Assign one person to monitor social media activity
- Check in with vendors and partners whenever possible
For more details on the planning process, take a look at our free guide on Planning Successful B2B Events from Scratch.
