Are you new to event planning and need some assistance? Whether you’re planning an in-person, hybrid, or virtual event, event planning can seem like a daunting task.
We’ve worked with some of the best event planners in the business and developed an event planning checklist that’ll help ensure your event planning process is as stress-free as possible.
While careful preparation and organization cannot guarantee a perfect event, they are essential to a successful one! Follow our pre-event planning checklist to plan a flawless and enjoyable event from start to finish.
8 Things You Need to Do Before Planning Your Next Event
1. Establish Your Goals
The first step in our checklist for event planning is identifying the goal and reason for the event. Is the goal of the event to raise money, special celebration, or assist a product launch?
Determining the goals and objectives ahead of the event makes it easier to frame the event, help in decision making and maximize the event’s success.
2. Determine Your Budget
Creating an event budget is a key step in the event planning checklist. Evaluate your event venue, catering, entertainment, etc with that budget. An event will be more successful if this step is done in advance and updated as necessary.
This may seem like a no-brainer but small costs tend to pile up and before you know it, budget cuts must be made. This budgeting step will ensure you can afford every piece of your event - and reduce the chance of running out of money.
3. Pick Your Event Date and Location
The location and date of your event are two crucial decisions in the checklist, they will be the foundation of the event planning process
Think weather, audience, number of guests, and your theme when choosing a date and location. Ensure the venue is appropriate for the event size and expected number of guests. If you are planning a larger community event, check the city calendar or social media to see if there are conflicts with other events.
4. Build Your Event Team
The right event crew can make or break an event. An organized team is a well-oiled machine that will carry out an event's production. Early on, select an event manager and, depending on the budget and size, a subcommittee and assign roles and responsibilities. Each team member needs to know what zone is theirs, their team members, and how they will handle emergencies.
Once you have a well-established team, the project planning process and day of execution will run much smoother.
5. Promote Your Event
Event branding is a pivotal part of the pre-event planning template because it sets the tone for the event. Work with a designer to pick a theme, logo, and slogan that fits your personal brand and sparks interest in the event. If you are hosting a smaller, more private event, check out free design platforms or electronic invitation platforms to send out personalized e-invites to your event.
Use these branding components on social media, event apps, tickets, and websites. These design elements should be part of your event decoration as well. That seamless design will make sure your event looks professional and top-notch.
Hot Tip: Find potential sponsors to participate in the event and promote the event. That extra promotion will create a positive opinion about your event, company, brand or product.
6. Plan Your Event Program
The next step in the event planning checklist is to ensure every event aspect is sorted out so nothing is overlooked.
Will there be a keynote speaker or a series of workshops? Will sponsors be attending the event? Do you have a separate VIP section for those sponsors? What time will the band start? What time will dancing start? It is also important to consider food and beverage timelines, entertainment, and activities.
Setting up an event program or a timeline for these crucial elements will create a clear vision for the event.
7. Confirm Speaker/Entertainers/Sponsors
Don’t assume anything! When speakers or musicians are booked they should be provided a timeline for when they are expected to arrive and perform at the event. If you are flying your speaker in, you need to make sure that all accommodations are taken care of.
During the event week ensure all acts or speakers are confirmed and they understand the timeline of their engagement. If you need to assign team members like a brand ambassador to work with talent make sure that is confirmed beforehand.
8. Choose and Identify Your Tools and Technology
The final step in the checklist for event planning is to identify your technology needs.
Use an online platform to sell tickets, collect RSVPs from attendees, and boost engagement. This allows you to streamline communication, keep track of the number of attendees on the day of the event, and provides a smooth check-in experience at the door.
If you need a projector, microphone, lighting, speakers, etc. for your musicians or keynote speaker, make sure those items are rented and will be delivered to your event on time. Once those materials arrive, make sure someone is there to set them up and test them the day before your event! No one wants to find out the microphone doesn’t work right before your speaker is set to walk on stage.
There are quite a few moving parts to any event, big or small. Our team at Premier Staff will help provide experienced event staff to support you as you plan and execute your next event. We'll help you choose the right staff and number of team members to make your event a success and take some of the responsibility off your shoulders!
