Creating an Event Planning Checklist

May 18, 2015 Megan Stoeckel

The initial part of your event plan is creating a checklist that covers all the bases. You want to make sure that you stay organized throughout the planning process and that you don’t forget any details. From budget to potential hazards, having everything on a list that you can review before the day of your event is a great way to make sure everything has been covered. Here are essential items to include on your event planning checklist.

The framework. You should begin by laying out your budget, date, times, ideas, and schedule before you move on to selecting the venue and vendors. Set a goal during this step so that your aim is clear right from the start.

Selecting a venue. Selecting a venue that perfectly suits your event is one of the most important parts of producing an event. Once you’ve set a date and goal, start searching!  Knowing when you will need the location and how big an event you’re looking to host will help in selecting the venue type. Keep in mind where your venue is located so that it’s convenient to attendees. You will often want a venue with easy access to transportation, an ambiance that fits your event and hotels nearby to accommodate out of town guests.

Marketing strategy. No matter what type of event you’re hosting, you need a way to promote it and get people to attend so choose a way to market it to the appropriate audience. Social media is a great way to get the word out and engage your target audience.

Per person budget. Whether you are planning a large gala, a wedding, a corporate event or a social gathering, it is always a good idea to have an estimated cost per person attending. This is especially important if you are hosting a ticketed event. Calculate all of your expenses then divide it by the number of expected guests so that you have a base fee amount. You want to at least break even so doing the math before announcing registration and ticket sales will help you decide how much to charge per person in order to offset your expenses. If you’re looking to raise funds or profit from the event, then you want to make sure you sell enough tickets at a high enough rate to exceed your expenses.

Event strengths. Depending on the size of your event, your event’s strengths will vary. For smaller events, you have more opportunity to plan a tight schedule and organize activities to ensure a productive outcome for attendees. For larger events, you want to keep tabs on all areas so that you minimize oversights. Start with the checklist items that provide comfort and make sure all amenities are detailed on the itinerary so that guests are preoccupied in between scheduled activities.

Q&A. Open up discussion through a centralized outlet online like a discussion forum or event website. Find out what your guests are hoping for and what they don’t want to be included. Being detailed will help you customize their experience and ensure quality hosting services.

Ad posting. Posting ads, announcements, and updates to your event can be a valuable networking tool for effective discussions regarding the event. You want the attendees, speakers, and hosts to have open communication which will help promote all functions before, during, and after the event. Being proactive with your posts will lead to a rewarding experience for all.




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