You can use the following Checklist to help you identify all the details and timelines you’ll need to consider as you plan your Event equipment.
You can also explore our complete guide to event planning here if you are interested in learning more.
According to the checklist, the ten most important steps are:
Checklist for Planning an Event
Identify your event’s goals and objectives.
Choose the date of your event.
Create a master plan for your event.
Establish a budget for the event.
Create a brand for your event and begin publicizing it.
Sponsor your event and arrange speakers.
Sell tickets for the launch.
Coordination with event suppliers (catering, equipment, etc.).
Set up and execute the event day.
Analyze your event thoroughly.
To make the process as easy as possible, I’ve divided this checklist into several sections by date, which you can find in the table of contents.
The sooner you start planning your event, the better – that way you’ll be prepared in case of any issues (which they probably will).
Print off this checklist so that you can keep track of what has to be done as easily as possible. When planning an event, things inevitably fall through the cracks.
Please note that since events range from a small workshop to a gala fundraising event, I wasn’t able to go into detail about every aspect of planning your specific event, but I hope this checklist will help you get started with your event planning.
4-6 Months Before Your Event: The First Steps in Your Checklist
You should start planning as far in advance as possible – but most of the organizations we work with start planning their big events like galas and fundraisers about six months in advance. How do you start?
Establish goals and objectives for your event. What are your goals? What is your attendance target? You will be able to gauge the success of your event easier if you establish it up front.
Choose the date. Make sure it doesn’t conflict with any other events or major holidays in your area.
Negotiate venue details and identify the venue. Are there any insurance requirements? Is alcohol permitted at the venue? Find out what the requirements are before committing.
· Develop a master plan for your event. Make sure you don’t miss anything by ironing out every detail.
· Get an estimate of costs. The following costs should be considered:
Rental of rooms
The food and beverage industry
The following is the equipment list
Invoices for speakers
Travel by employees
Starting to ramp up 3-4 months before the event
It’s time to start putting the rest of your event together now that you’ve figured out the foundation. In order to coordinate your event with all the stakeholders outside of your organization, you should start communicating with them now. Keep these things in mind:
Make sure your team has the required documents.
Liaison with speakers, presenters, and entertainers:
Topics for presentations/speeches need to be finalized
View bios and photos
Travel arrangements & accommodations
Sign contracts if necessary