Read: Comprehensive Checklist Before Planning Any Event

Comprehensive Checklist Before Planning Any Event

Whether you have a small or large event, it will require a lot of work from you. Therefore, we have compiled this comprehensive checklist to help you stay on track and enjoy the benefits of event planning, two months before the specified date, from setting budgets to specific documents and items needed for event planning. Use it to help ensure you are as prepared as possible.

Start as early as possible

The earlier you start laying the groundwork for your event, the more you can organize in advance. Ideally, you should start working on your event four to six months before its date, whether you are planning a one-time event or multiple events simultaneously.

Set the Budget

Your budget does not have to be precise or fixed, but having an approximate figure to work with can simplify costs and help ensure decisions align with your financial goals. Keep in mind that online event costs can often be much lower than in-person events, so transitioning to a virtual event is a great option if you are working with a limited budget.

Choose the Date and Time

It is much easier to establish a clear timeline for planning. Here are your key tasks when it comes to choosing the right time for your event:

• Choose the best date for you.
• Determine the second-best option in case of unexpected obstacles.
• Consider the days of the week; the audience may not be able to attend events held mid-week, especially if they take place during the day.
• Choose the location, venue, and vendors

Your location and venue will depend on the type of event, numbers, and goals. For example, if you are hosting a small event, you likely have a broader choice of venues. But larger events will require more effort to find a suitably sized space. Start searching for your venue as early as possible to avoid disappointment.

If you are hosting an online event, consider the different hosting platforms you can use and the various features they offer. For instance, if you are hosting a large seminar or masterclass, you will need the option to mute all attendees while speaking. Quizzes and competitions benefit from breakout rooms, allowing teams to access a separate space for planning and chatting.

Choose a Theme

Giving your event a distinctive theme, such as arts and crafts, can make it memorable for attendees while helping to encourage them to purchase tickets in the first place.
Follow these simple steps to find and connect with the right speakers who will best engage the attendees:
Identify speakers who have spoken at events similar to yours.
Create a list of ideal speakers, considering budget and audience.

Find Sponsors

Sponsors can help make your event more financially viable and can also be used to increase brand awareness and for co-promotion. Establishing good sponsor relationships is essential to securing support for future events.

Now that you have the basic framework for your event, it's time to start settling some finer details. As you define more details, update your budgets to stay on track and keep a record of all your latest estimates and quotes.