Event Planning Checklist

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Event Planning Checklist

Event planning is the organisation and creation of all of the activities that surround a special event with established goals and objectives.

Events could be a party, a festival, a sports event, a team-building activity, a conference, a convention or a tradeshow.

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Event planning is all about coordinating the most awesome event.

Whether you are planning an event or corporate hospitality make sure you don’t forget a checklist can help keep your event on track. 

Event Planning Checklist

Special event planning
Set Objectives

What do you want the event to achieve, and why?


Key People

Identify Venue

Check venue capacity.

Potential Date

Identify the best date and time.

Check the availability of key people.

Opportunities and Benefits

Define the opportunities and benefits the event will offer attendees.

Communication Channels

How will you promote event.

  • Email
  • Letter
  • Leaflet
  • Advertising
  • Media

Fix a budget- Cost the event as accurately as possible.

Hire Costs

Event costs

  • Venue
  • Catering
  • Venue staging
  • Audio visual equipment
  • Transport
  • Technicians

Potential benefits worth the cost and time involved?

Attendee Charge

Free event lacks perceived value.

Project Plan

Draw up a detailed project plan.


Draw up a detailed timeline.


Set clear deadlines.

Success or Failure

How will evaluate success or failure?

Follow Up

Set post-event guest follow-up.

Frequently asked questions
Looking for more info? Here are some things we're commonly asked
  • Why is a Checklist Important?

    Does the running of your business include several repetitive tasks? If there’s no guidance or procedure in place, it’s possible for some of the steps in the process to get forgotten. This is why checklists are important.

    People get distracted, and when something gets forgotten, it’s much harder to recover than if they’d completed the task right in the first place.

    Guidance every step of the way makes sure something is completed perfectly every time.

    Read More: Why is a Checklist Important?

  • Checklist To Reduce Mistakes

    We all carry enormous knowledge and experience that we want to apply effectively, but we are all prone to make mistakes. There’s only so much we can store in our heads without forgetting something. How to maximise our use of knowledge?

    The simple answer to this problem is to use checklists.

    Read More:  Power Of A Simple Checklist To Reduce Mistakes

  • What types of checklist are there?

    How many types of checklists are there? Two. What are the two types of checklists? Read-Do and Do-Confirm checklists are about how you use checklists.

    Read More: Types of checklist: What are the two most powerful Checklist Types?

  • Checklist Software

    A checklist is a way to document each step needed to complete a task. A detailed set of instructions, a guide of how something is done. 

    Checklist software allows you to document every step of a process to be used over and over again.

    Read More: Checklist Software

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