Event Planning Checklist
Table of Contents
6 to 12 Months before the event
Decide event purpose (raise funds, visibility, celebration)
Choose a theme
Visit potential sites
Appoint an event coordinator/manager
Sselect committees/chairpersons
Get cost estimates
Get offers for entertainment
Get offers for decorations
Get offers from designers
Finalize budget
Create sponsorship amounts
Create mailing list
Decide on time and date
Get written contracts
Think of alternative site
Invite VIPs
Hire graphic designer
Create logo for event
Order hold-the-date cards
Set marketing schedule
Develop press release
Hire photographer
Investigate need for special permits
3 to 6 Months before the event
Send requests for sponsors
Review with graphic designer invitations, programs, posters, etc.
Prepare final copy for invitations, return card, posters
Prepare final copy for tickets
Complete mailing lists for invitations
Order invitations, posters, tickets, etc.
Sign contract with entertainment company
Make list of locations for posters
Finalize mailing lists
Set menu with caterer
Secure permits and insurance
Get written confirmation of celebrity participation/special needs
Finalize audio/visual contract
2 Months before the event
Assemble/address invitations
Mail invitations
Distribute posters
Obtain contracts for decorations and rental items
Release press announcements about celebrities, VIPs, honorees
Follow up to confirm sponsorships and underwriting
Obtain logos from corporate sponsors for program printing
Review needs for signs at registration, directional, etc.
All major chairpersons to finalize plans
Hold walk-through of event with responsible committees
Review/finalize budget, task sheets and tentative timeline
Start phone follow-up for table sponsors (corporate, VIP, committee)
1 Month Ahead before the event
Phone follow-up of mailing list (ticket sales)
Place newspaper ads, follow up with news media, on-air announcements
Confirm staff for registration, hosting, other
Write to VIPs, celebrities, program participants, confirm participation
Complete list of contents for VIP welcome packets
Get enlarged site plan/room diagram, assign seats/tables
Give estimate of guests expected to caterer/food service
Meet with all outside vendors, consultants to coordinate event
Review script/timeline
Continue phone follow-ups for ticket/table sales
Continue assigning seats; set head table, speaker's platform
Confirm transportation schedules: airlines, trains, buses, cars, limos
Confirm hotel accommodations
Prepare transportation and accommodations
Confirm special security needed for VIPs, event
Prepare welcome packet for VIPs, chairmen, and key staff
Schedule deliveries of special equipment, rentals
Confirm setup and tear down times with event site
Finalize plans with party decorator
Give caterer revised numbers
Meet with chairpersons, key staff to finalize any of the above
1 Week Before the event
Meet with all committees for last-minute details
Finish phone follow-ups
Confirm number attending
Finish seating/table arrangements
Hold training session with volunteers; finalize assignments
Secure two or three volunteers to assist with emergencies
Finalize registration staff
Distribute seating chart, assignments to hosts/hostesses
Schedule pickup or delivery of any rented or loaned equipment
Double-check arrival time and delivery times with vendors
Reconfirm event site, hotel, transportation
Deliver final scripts/ timelines to all program participants
Finalize catering guarantee, refreshments
Confirm number of volunteers
Make follow-up calls to news media for advance and event coverage
Distribute additional fliers
Final walk-through with all personnel
Schedule rehearsals
Schedule volunteer assignments for day of event
Establish amount of petty cash needed for tips and emergencies
Write checks for payments to be made for the day of the event
Day before the event
Lay out all clothes that you will need the day of the event
Recheck all equipment and supplies to be brought to the event
Have petty cash and vendor checks prepared
Event Day
Arrive early (with your change of clothes)
Unpack equipment, supplies and make sure nothing is missing
Be sure all VIPs are in place and have scripts
Reconfirm refreshments/meal schedule for volunteers
Go over all the final details with caterer and setup staff
Check with volunteers to make sure all tasks are covered
Setup registration area
Check sound/light equipment and staging before rehearsal
Hold final rehearsal
Download or Print this Event Planning Checklist
Get a printable version of this checklist in your preferred format: PDF, Word, Excel, or print directly from your browser.
Introduction
Details
Event Planning Checklist Tips
- This checklist starts at 6-12 months before the event but you can easily squeeze the timelines to fit your schedule
- Keep the customized planning checklist for your next event. After all, lessons learned should be used.
Who it's for
This Event Planning Checklist is for teams that want consistent execution, less rework, and clear ownership.
- Standardize quality - run the same Event Planning steps every time, regardless of who executes
- Save time - reuse a proven Event Planning workflow instead of rebuilding processes from scratch
- Improve accountability - assign owners and see what's done vs. what's pending
- Onboard faster - use the Event Planning checklist as the SOP and training guide
- Coordinate across roles - handoffs are clear and everyone works from the same source of truth
How to use it
How to use this Event Planning Checklist:
- Start by saving it - save as a Template if you'll reuse it, or as a Checklist if it's a one-off project.
- Customize it once for your workflow - remove what doesn't apply and add your team-specific steps.
- Assign ownership and execute - set owners/due dates where needed and track completion as work happens.
- Reuse without rebuilding - when Event Planning comes up again, start from your saved version and run it with clear ownership.