Event planning checklist
Whether you have a simple presentation 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.
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.