You have an event to plan and we have the ultimate event checklist to help you during this process. Talk about a match made in heaven!
Whether you’re working alone or with a team, there’s no doubt about it – event planning is a huge job. From the pre-planning to ensuring the day-of goes off without a hitch, it’s easy to become overwhelmed and forget a detail or two.
Table of Contents
That’s where an event checklist comes in!
Now, in order to create the best event possible, you’ll need a template customized to your specific event. This means you can get ideas from other lists, but it’s important to create your own checklist rather than pulling one from the internet.
Using these steps, you’ll have a checklist that will help you organize the event of the century! Read on to learn more.
1. Create an Event Checklist Template
As stated earlier, you’ll need to create a template customized to your event. If you want to go old school, pick up a notebook that you will use just for this occasion. However, it’s a bit easier to make adjustments and keep track of everything if you use a program such as Excel or Google Docs.
Google Docs is a great option if you’re working with a team because it’s very friendly for collaboration. Once you have your template, you can begin to fill it in with things like to-dos and a rough budget. Write down every detail you think of, you never know when it will come in handy!
2. Determine the Key Elements
The first thing to do after you have your template is to determine your key elements. These are your date, time, and location, as well as your event type, goal, objectives, and audience.
When deciding on your location, you should consider both the geographic location and the venue. Is your venue indoors or outdoors? If you’re hosting an outdoor event, there are a few extra things you’ll need to have on your to-do list.
For example, will you have shelter from the sun? Do you have a plan in case of inclement weather? Will your guests have access to a restroom?
Check out this article for some excellent pointers when it comes to answering these questions.
3. Build Your Budget
When creating your budget, don’t just focus on the big-ticket items, include every single thing you will be spending money on. If you’re unsure of the exact cost of a particular item, it’s a good idea to over-estimate. At worst, you’ll have some money leftover rather than scrambling for extra cash.
Your budget will likely change as your event comes to life throughout the planning process. There may be a few things you didn’t think you would need, as well as some unnecessary things that you included in your initial calculations.
4. Design Your Event
In the design phase, you need to choose your layout (seating arrangement, bussing stations, electrical cords, etc.), as well as your theme. The theme of your event is the perfect way to create excitement for your guests and will help you to choose the remaining elements.
Make sure everything fits together; if you have a Roaring Twenties theme, for example, take your time researching the colors, textures, and other decor elements that would match correctly.
5. Determine Your Decor
No one likes a boring party. Not only is decor aesthetically pleasing, but it’s also vital for the enjoyment of your guests. The decor will set the tone of your entire event, so choose wisely.
You need to consider lighting, music, silverware, food, even the type of smell your event will have!
6. Don’t Underestimate Food and Beverage
One of the most critical elements of a successful event is quality food and drinks. Nothing brings people together quite like a good meal, and providing food is a great way to show hospitality.
Be sure to do plenty of research on restaurants and caterers to find the best choice. Use online reviews, but also ask people whose opinion you trust, and don’t forget to be sensitive to the various dietary restrictions of your guests.
7. Plan Entertainment and Experiences
If you want to provide some form of entertainment or experience to your guests, there are a few additions you need to make to your checklist. These include contract signings, booking hotel rooms and transportation, and advertising your speakers or entertainers.
But speakers aren’t your only option! Consider renting a photo booth or other fun experience for your guests to enjoy.
8. Draw Up a Marketing Strategy
You want your event to feel as must-see as possible. To do this, you need to create hype with marketing – the excitement surrounding the event will increase the likelihood that you have good attendance.
Don’t be afraid to take advantage of both traditional and electronic marketing strategies. Paper flyers can be just as effective as social media posts, depending on your area.
9. Attention to Detail is Crucial
The small details can make the biggest difference when it comes to an event. Keep track of everything that will affect your guests’ experience.
Details such as double-checking that the directions you give are clear and correct, parking availability, and access to Wi-Fi can make or break your function.
10. Create a Day-Of Schedule
Last but not least, you should put together a timeline for the day of your event. This schedule should be detailed – as detailed as you can make it. Layout the day, minute-by-minute and write down everything that’s going to happen from vendor arrival to post-event breakdown.
Use these Steps to Create the Best Event Possible
There you have it! By following these steps, you’ll have an event checklist that covers everything you need to create a stellar experience for everyone.
Remember, it’s important to stay fluid. Your checklist will keep you on track, but should the unexpected happen, you need to be able to switch things up without losing your grip.
Looking for more tips on planning your next event? Check out our blog!