Event Checklist
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Table of Contents
Introduction
Use this event planning checklist for a business, community or charitable event. The staged plan covers preparation, event-day delivery and follow-up to reconcile costs, thank contributors and improve the next event. Adjust the timeline and optional activities to the size of the occasion.
What's included
Save the full checklist and customize it later.
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- 6 to 12 months in advance:
- Define the event purposeChoose the purpose of the event. Is it a celebration, a fundraiser, or something else? This will influence the kind of event you will hold.
- Define the intended audienceAgree the audience and attendance target so venue, programme, promotion and budget decisions have a basis.
- Choose the event themeChoose a theme that fits the purpose and audience and can be carried through the programme and design.
- Shortlist suitable venuesMeet potential venue providers and compare capacity, accessibility, cost, availability and the practical setup requirements.
- Appoint the event managerYou might need to appoint someone, or yourself, as event manager.
- Appoint required committee chairsFor a larger event, define the committees needed and appoint a chair with a clear remit for each.
- Obtain initial supplier estimatesGet estimates for food, drinks, space and rental equipment. This will help with budgeting.
- Select the entertainmentChoose suitable entertainment or hold auditions where appropriate; do not assume a high-profile performer is necessary.
- Define sponsorship packagesIf sponsorship is needed, prepare a sheet showing the available levels, benefits and delivery commitments.
- Approve the initial event budgetReview supplier estimates and contingency with the finance committee or responsible budget owner, then record the authorized initial event budget.
- Identify required permits and licencesCheck if you need any kind of permit or license to hold an event or serve alcohol.
- Review decoration proposalsReview decoration proposals against the theme, budget and venue requirements.
- Review printing proposalsCompare printing proposals for the required event materials.
- Set the admission priceIf charging admission, agree the price and applicable ticket categories.
- Build the prospective guest listIdentify the potential guests, organizations or businesses to contact through approved channels.
- Confirm the event dateCheck the chosen date with essential providers and known audience conflicts.
- Confirm the venue bookingAgree access times, capacity, included services, costs and cancellation conditions through the authorized booking process.
- Appoint the graphic designerConfirm the designer and scope for event materials.
- Draft the event invitations and materialsWork with the appointed designer on the first versions for review.
- Order early event stationeryOrder approved save-the-date reminders, invitations or other early stationery required for the plan.
- Approve the marketing timelineBuild your marketing timeline with your public relations specialist.
- Book the event photographerConfirm the photographer’s scope, event date, timing and expected deliverables.
- Arrange required pre-event photographsKeep this task only when publicity needs photographs before the event.
- 3 to 6 months in advance:
- Review committee progress reportsUse regular committee meetings to review reports and track assigned decisions and outstanding work.
- Send approved funding requestsSend your requests for funding to your potential donors.
- Collect sponsor logos for early publicityAsk your confirmed sponsors for their logos for publicity printing.
- Approve the printed-material designsReview the designer’s work and approve the designs before ordering printed materials.
- Order posters and printed materialsOrder the printing for posters and other stationery after the design is finalized.
- Prepare admission ticketsIf tickets are needed, prepare the chosen printed or digital format for distribution.
- Finalize the invitation mailing listConfirm the recipients and contact information before issuing invitations.
- Confirm entertainment contractsHave the authorized person approve and sign the agreed entertainment contracts.
- Confirm poster locationsCheck permission and available space at each intended poster location.
- Arrange the publicity and interview scheduleAgree planned publicity and interviews with the relevant online, print, television or radio contacts.
- Approve the catering menuAgree the menu with the caterer, including the dietary and allergen information needed to serve guests appropriately.
- Submit required permit applicationsApply to the relevant authority for the permits identified earlier and record the decision deadline.
- Confirm event insurance coverConfirm the cover and event details with the insurer through the authorized process.
- Obtain written celebrity participation confirmationsConfirm celebrity participation in writing.
- Prepare the guest invitation communicationsPrepare the approved letters or emails for the finalized guest list. Use the invitation task in the next phase to send them on the agreed date.
- Approve the event contingency planAgree the response to key disruptions, the decision owner and the way staff and guests will be informed.
- Confirm the accessibility arrangementsReview venue access and the programme with the responsible venue and event staff; provide a route for guests to request adjustments.
- 2 months in advance:
- Arrange the optional pre-event launch gatheringKeep this task only if a launch gathering is part of the plan; coordinate it with the invitation date.
- Send the invitationsPrepare any personal invitation notes and send through the agreed mail or email channel.
- Place posters at approved locationsHave your posters distributed and placed at previously chosen locations.
- Reserve required VIP accommodationReserve accommodations for your VIPs, if required.
- Arrange required VIP local transportArrange transportation for your VIPs, if required.
- Confirm media attendanceConfirm expected journalists and media representatives.
- Reconfirm sponsorship commitmentsReconfirm sponsor participation and promised benefits before the final programme.
- Collect the final committee plansRequest final plans from each committee chair.
- Approve the revised event budgetReview and finalize the event's budget.
- Assign the final preparation tasksGive each remaining preparation action an owner and deadline.
- Issue media passesPrepare access passes for the confirmed media attendees.
- Collect sponsor logos for the final programmeConfirm the approved versions and usage requirements before production.
- 1 month in advance:
- Review ticket salesCompare ticket sales or RSVPs with the attendance target.
- Place the planned advertisementsPlace approved advertising in the selected online, print, television or radio channels.
- Book event-day staffHire staff for the day of the event.
- Reconfirm VIP participation in writingConfirm VIP participation in writing.
- Approve the room and seating planProduce the room layout, table plan and seat assignments needed for this event. Check circulation and accessible places with the venue.
- Obtain the final catering quoteProvide the current guest estimate to the caterer and request the final quote.
- Approve the event run sheetReview the running order, timings, scripts and participant handovers in one agreed run sheet.
- Confirm VIP travel itinerariesVerify arrival and departure details for the VIP travel already arranged; resolve any remaining gaps.
- Confirm the security arrangementsAgree the security scope with the venue and appoint a suitable provider if required.
- Follow up on outstanding invitationsUse the agreed contact approach for invitees who have not responded.
- 1 week in advance:
- Resolve final committee coordination questionsMeet the committee leads to resolve remaining operational details and assign any open actions.
- Confirm the final attendance countConfirm final attendance with ticket or table sales.
- Confirm the event staffing rosterConfirm the roster covers each role; arrange additional staff for any uncovered shift.
- Distribute the event run sheetProvide the timeline to all event participants.
- Confirm the final catering orderConfirm final catering order.
- Confirm the beverage orderIf beverages are not included in catering, confirm the separate order and responsible provider. Verify the arrangements for alcohol where applicable.
- Reconfirm media coverageConfirm media coverage with journalists or stations.
- Hold the planned rehearsalUse a rehearsal to check timings, roles and the planned handovers.
- Prepare approved event-day supplier paymentsPrepare the authorized payment method for any supplier due on event day. If paying by cheque, prepare the approved cheques. Store payment details securely.
- Verify that required permits are in placeCheck the actual approvals and any conditions with the responsible organizer before event operations begin.
- Brief the team on emergency arrangementsConfirm the venue’s procedures, responsible contacts and escalation route.
- Confirm attendee arrival arrangementsCheck registration staffing, directions, signage and the method for resolving arrival problems.
- One day before:
- Prepare event-day clothingPrepare appropriate clothing and a spare change if the event requires it.
- Confirm supplier delivery timesCheck the delivery windows and receiving contacts for every outstanding supply order.
- Day of the event:
- Open the venue for event setupHave the responsible lead arrive early enough to receive deliveries and coordinate final setup.
- Check the delivered suppliesConfirm required supplies are present and resolve shortages before guests arrive.
- Reconfirm the run sheet with VIPsConfirm scripts and timeline with VIPs.
- Brief staff on their positionsConfirm positions and tasks with staff.
- Test the sound systemHave the technician test microphones, playback and the planned audio feeds.
- Test the lighting setupHave the technician verify the lighting for the programme and venue.
- Run the final technical rehearsalIf needed, hold the final rehearsal after sound and lighting setup and early enough to fix problems.
- Open guest registrationConfirm the welcome team, attendee list and access arrangements are ready before opening.
- Release the venue after the eventComplete the agreed pack-down and handback checks with the venue contact.
- After the Event
- Send agreed thank-you messagesThank attendees, sponsors, contributors, volunteers and suppliers as appropriate.
- Reconcile event income and costsMatch ticket income, donations, approved expenses and supplier invoices to the event budget.
- Collect participant feedbackUse the agreed feedback method and review any material concerns.
- Review event results against the purposeCompare outcomes with the objectives and attendance or fundraising targets set at the start.
- Assign post-event follow-up actionsGive each remaining commitment, issue or improvement an owner and date.
- Archive the event recordKeep the final run sheet, approved supplier details, decisions and useful lessons for the next event according to the retention policy.
Download or Print this Event Checklist
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Presented by:
Jake R Brady
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Views: 3,192
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Uses: 260
Tasks
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Tasks: 99
Details
Set the purpose before booking
Agree what the event should achieve and who it is for. Purpose, audience, venue, budget, date, agenda and promotion influence one another. For a substantial event, a 6–12 month preparation window is a useful starting point, but provider lead times and the event format should set the actual plan.
Share the work clearly
Appoint an event manager and committee chairs when the scale warrants them. Assign practical outcomes rather than leaving headings such as budget or publicity without an owner. Use the same run sheet for participants, technicians and event-day staff.
Check suppliers before committing
Review previous event records for suppliers that performed well. For new suppliers, check relevant customer experience and obtain comparable quotes before contracting. A reputable public-relations specialist may help when the team has little experience with press and broadcast coverage.
Confirm the guest experience
Coordinate invitations, ticketing, transport, accommodation, catering, accessibility, arrival and seating. Confirm dietary information with the caterer and limit access to personal attendee details. Rehearsal and technical tests should leave time to fix problems before guests arrive.
Close out the event
A finished programme does not settle the event record. Complete venue handback, thank contributors, reconcile finances, gather feedback and compare results with the purpose. Keep useful supplier history and lessons so the next team can reuse them.
Adapt the plan to venue conditions, contracts, local permits, accessibility needs and your organization’s approval processes. It is not legal, safety, licensing or insurance advice. Keep attendee data, financial details and sensitive incident records in approved systems.
Who it's for
Event managers, business teams, community groups and charitable organizations coordinating a planned event with several contributors.
How to use
- Save a Template for repeat events, or a Checklist for one event.
- Record the purpose, audience, date, venue and event lead in the saved notes.
- Remove optional work that does not apply, such as sponsorships, VIP travel or entertainment.
- Set actual due dates and owners. Use Table to review priority, dependencies and supporting documents across phases.
- Review readiness before opening, then complete venue handback and post-event follow-up.
Event Checklist Frequently Asked Questions
What should an event checklist cover?
Include purpose and audience, budget, venue, suppliers, guest communications, programme, equipment, staffing, event-day checks and follow-up. Add sponsorship, media or VIP arrangements only when the event needs them.
How far in advance should I start planning?
Large events may use a 6–12 month plan. Smaller events can use a shorter schedule. Work backward from venue availability, permits, supplier lead times, invitation dates and the time needed for a safe setup.
How is the run sheet different from the planning checklist?
The planning checklist tracks preparation and closeout work. The run sheet is the agreed event-day sequence, with timings, participants and handovers. Link the final run sheet to the relevant tasks.
Can I use this for a one-off event?
Yes. Choose Checklist for one event. Choose Template when you want a reusable process for future events, then review the dates, suppliers and optional tasks for every new event.
What should happen after the event?
Complete venue handback, thank contributors, reconcile income and costs, gather feedback and assign remaining commitments. Archive the final plan and supplier lessons for future use.
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