May 31, 2017
By Amrutha Sarayu

The stage is set, your agenda is prepared and sent out to all the registrants. You’re ready to get the ball rolling… or are you? You cannot be sure about the success of your event before it is over. Last minute crisis can leave you helpless and you certainly don’t want to fiddle while Rome burns. To avoid any last-minute event hiccups, use these important event planning checklists you need to remember before, during and after the day of the event:

Event planning checklist: One week before the event –

This checklist is prepared to ensure that all the services that you’ve requested are in place and exactly as you want. The following event checklist is not exhaustive, but covers all the important aspects that you should check at least a week before the event.

Tasks

Status (Completed/WIP)

Comments

Have all appropriate contacts’ information handy   Keep it at a place where you can easily retrieve it, like your phone
Ensure all equipment are working and the quantity of any material ordered is correct, etc.    
Recheck the schedule with the caterer    
If possible, set up registration area a day in advance    
Place parking and directional signs for attendees’ convenience    
Deliver all event related material/equipment to the venue    
It may sound trivial, but do check the weather forecast.    
Be prepared to troubleshoot changes like revised speaker script   Prepare plan-b and keep fillers ready for instances where speaker doesn’t make it on time

 

Event planning checklist: On the day of the event

This is the most stressful day for event planners. You’ve to arrive early at the venue and ensure that everything is set as per the expectations.  This checklist, in particular, should be created with utmost care as you wouldn’t want to miss anything. Your ‘on the day of the event’ checklist should be largely packed with one important mantra – check, re-check and check again!

Tasks

Status (Completed/WIP)

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Do a last walk-through by arriving early

   
Recheck vendor and AV set-up    
Make sure to carry the registrants’ list   Keep onsite check-in apps ready for quick check-in process
Ensure all speaker-related material is in place and you have the badges ready   Arrange badge printers to avoid typos and misspellings

 

Event planning checklist: After the event

Once the event is over, comes the three important things to do – feedback, evaluation and final communication. All the three steps are vital to identify event success and failures (if any), which will help you in chalking out better plans for the next event.

Tasks

Status (Completed/WIP)

Comments

Handle invoices    
Send thank-you emails    
Update all marketing assets like websites    
Share pictures on social media    
Hold post-event meeting with key stakeholders   Prepare a preliminary post-event evaluation to report what went well and what needs improvement
Send post-event survey to plan your next event    

 

These are basic event checklists to help you prioritise your tasks before, during and after the event. However, please remember, that these  are generic event planning checklists that can be customised according to your event needs. Let us know what you would add more in your event checklist in the comments section below.

Good luck with your events!

Amrutha Sarayu

Amrutha Sarayu

Amrutha is a content writer and marketer at Cvent. She mainly writes about the meetings and events industry, with a special focus on technology that is designed for making the lives of planners easier. When not writing, she can be found taking part in reading challenges or watching food videos on YouTube. 
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