Event Planning Checklist: 10 Steps to a Successful Event

Organizing a successful event is challenging, so proper planning is essential. If event planning is on your roster, here are some organization and planning tips.

Event planners have to consider many factors when planning an occasion, from the budget to promotions to post-event tasks. If you start early, you have a higher chance of having a smooth-running, stress-free, and effective event.

Not every event is the same, but their checklists can be very similar. Let’s now have a look at the steps that can kickstart this planning and help you stay on track.

Steps to Include in Your Event Planning Checklist

Not sure how to start planning that important event? Take a look at these steps to get your ideas in order!

1. Define Your Motives

The first question to answer is: what do you hope or plan to get from this event? Corporate events might focus on driving up sales or increasing brand recognition. For more personal events, you want to ensure everyone has a good time and that the main people remain the center of attention. Here are some pointers to remember when establishing your event goals:

• Identify the objectives that support the end goal, such as increasing registration, getting 100 more orders, or enhancing your brand’s social media presence.
• Lay out the time frame of the event, the number of attendees, their demographics, the location, etc.
• Decide the type of event you want; is it a one-day occasion or spread out over several days? Do you have several small sessions or one major conference?

Getting support and funding will be easier once you know the event’s goals. Speaking of which:

2. Know Your Budget

When establishing a budget, you have a more realistic idea of what to include in the event. Unexpected costs may still pop up, but they’ll be more manageable. Here are some tips for arranging the event budget:

• Map the budget out well in advance; you can always update as different aspects as the event gets finalized.
• Stay close to the budgeting process at all times; you don’t want any discrepancies or unnoted expenses.
• Your marketing and promotion should get a large chunk of the budget, with around a third dedicated to equipment and entertainment and a portion reserved for printed materials as well as the venue rent.
• Keep revisiting the budget as the event plan takes shape.

You may have to adjust the event budget along the way. It’s normal and necessary to maintain your expenses within limits.

3. Making Teams and Delegating

A single person might be capable of handling most tasks for small events. However, having an organized and trustworthy team on the ground is essential for larger occasions. Here are some tips for gathering the perfect team:

• Designate roles as soon as possible to maintain accountability and clear boundaries.
• Have a project manager who is accessible to the whole team.
• Some individuals may have multiple roles, so ensure that everyone knows their work and how to do it best.
• Along with a project manager, consider having designated persons for the venue floor, scheduling, creative design, marketing, registration, sponsorship displays, team organization, etc.

Having the right people on hand can make a difference in your event planning. Get the best event and party staff for that important upcoming event!

4. Select Dates and Venues

The next step includes choosing viable dates and venues for the event. These are major decisions that can shape the plan one way or another. The following tips might help:

• Begin your venue research as soon as possible since the market for event venues is very crowded.
• Consider factors like the season, travel, budget, and number of attendees before signing anything.
• Have enough floor space for sponsorship displays and comfortable movement throughout the event.
• Make a list of questions and don’t be afraid to ask them all! Before deciding, get to know as much as possible about the facilities, transport, staff, etc. A venue-finding service may come in handy at this point.

5. Work on the Branding

Your brand is the main theme of the event. You want the name to shine and hopefully stick in everyone’s minds. Some factors to consider here may include:

• Choose the event theme to reflect your company’s brand.
• Imagine how your brand comes across in real life and online.
• Think about how you can include elements from your brand in each aspect of the event. You may consider features like logos, event names, colors, decor, signage, etc.

6. Plan Out the Agenda

How will your event proceed? Will there be a keynote speaker, a sponsored display, or a series of workshops for the attendees? Start asking and answering such questions now, and you can visualize your program. Some factors to keep in mind may include:

• You can start the event promotion without having the schedule completely finalized.
• There might be a different setup based on how many attendees are coming.
• Confirm the basic framework of events early on; a schedule can be an essential selling point for your sponsors.
• Plan the food, beverages, and their timings.
• Plan networking sessions, bonding activities, or any other relevant activities.
• Consider the entertainment, if any: a stand-up comedian, a musical act, etc.

7. Finalize Speakers and Sponsors

Large events will probably have some sponsors and speakers to boot. You want to offset costs and also present various voices from your field. These additions will add value to the event and make it more memorable. Some of these tips might make things run smoother:

• Host an open call for people who might want to attend the event as a speaker.
• Personally invite individuals who might be a good fit for the event.
• Keep the line of communication open with both sponsors and speakers; have a clear agreement with all the expectations and requirements laid out.
• Research your sponsors before contacting them and relay the benefits they will get with this collaboration.
• Offer sponsorship benefits upfront, such as a charging station, a wellness activity, an exhibitor package, and so on.

8. Decide Your Tech Options

No modern event is complete without tech tools of some sort. Here are some ideas on how to utilize and implement tech in your next event:

• Set an online platform to start ticket sales in a matter of minutes.
• Get project management tools for organizing teams, scheduling sessions, etc.
• Get an event app developed to streamline the occasion and keep everyone updated.
• Have a live stream and recording of the live stream to reach audiences who did not attend the event; this way, the conversation can continue days after the event is finished.
• Have onsite technologies such as digital swag bags, gamification tools, or a social media wall as motivation for better event involvement.

When you’re planning the event, make sure to identify the timelines for tech implementation. Some technologies might need early installations, while others only require implementation on the day of the event.

9. Have A Marketing Strategy

Outline your strategy to get decent attendance at your event. Here are some pointers on how to start developing an effective event marketing strategy:

• Use social media, blogging, billboard, online advertising–in short, any tools within your budget and other resources.
• Understand your target audience and use marketing tactics accordingly. For instance, young professionals will probably respond more to Instagram ads than any content on Facebook.
• Consider geo-targeted ads for a more specific strategy.
• Build a marketing timeline, plot out emails, and send them according to different dates. For example, you may automate emails sent to potential attendees six months, four months, a month, and one week before the event.

10. Measure The Event’s Success

How do you know that your event was a success? Start thinking upon these lines before the occasion takes place. Some indicators may include:

• The objectives identified at the start; did you accomplish all or most of them?
• The number of sold tickets, cost per guest/attendee, increase in qualified leads, pre-orders sold…the list goes on.
• Have event surveys to get feedback from those attending the event.
• Check out how many people are discussing your event on social media; the reviews on your official page, the activity of your followers, and the frequency of your event hashtags are a few good indicators.

Conclusion

If you want to maximize the success of your event, detailed planning is the key. Review each of the elements discussed above and utilize them to bring your event together. Start early, and you’ll soon have a sturdy plan to follow.