Event planning checklist: Everything you need to know
Hosting your own event is equally exciting and stressful. For most of us, resources such as time and money are limited, so you need a streamlined, organized approach to pull off a fun and successful function that your guests will enjoy, and that simultaneously meets your business objectives.
Here is a handy event planning checklist the expert event organizers at Sane Event Group have created as a starting point to assist you in planning your most memorable business occasion yet.
- Define the goal
What is the event agenda? What is your ideal vision for the event, and what do you want to achieve? Consider not only your business goals but also about what your sponsors and attendees would want to gain.
- Choose an event type
Think about your target guests/audience and their schedules, as well as the nature of the event itself. For example, if it’s celebratory, consider an evening cocktail party or lunch event. Other types of events include networking events, staff incentives, executive retreats, and seminars.
- Establish a budget
Consider how much money you have for the event, and as well as the resources available to you. This is a crucial part of any event planning checklist. Remember to monitor spending and include a cushion of extra funds for unexpected costs or emergencies.
- Set a date
Select an optimal date, but have a few backup options just in case. Consider whether it’ll be most successful during the week or on a weekend; the season and whether if it’s being held in an outside location, and ensure you check public holiday dates.
- Form a team and delegate tasks
It is crucial to distribute responsibilities amongst team members when organizing an event – not only during the initial planning and organizing stage but also during the event itself. You can choose to allocate responsibilities by what matches the strength of each individual team member, by spheres of responsibility, or simply by physical zones of the event. Ensure the team utilizes a detailed master plan to keep on top of the logistics and details.
- Book venue and contractors
It’s a good idea to visit the venue where you plan to host the event yourself, to get a feel for the place before you sign off on a contract. Photos can be deceiving, and you may need to visit a couple of places and meet with a few venue managers to find the best option. Check not only the availability of the place, but also its accessibility, how centrally it is located, and the parking.
Once the date and venue are secured, choose and book catering – this is most often the highest cost, and take note that the quality of the food and beverages you supply, will have a huge impact on the guests overall impression of the event. Music, lights, photography, entertainment, and décor are just a few other aspects that may also need to be organized well in advance.
- Publicity, sponsorship and marketing
Another part of the event planning checklist, which is optional but recommended, is to create a publicity plan if the event is large and external. Determine your marketing approach, sponsorship deals, media partners and key messages that you want to relay to your target audience.
Seeking a helping hand to assist you with planning, scheduling and organizing your upcoming event? Get in touch with our team of experienced professionals who can help you with catering, coordinating and everything in between – no event planning checklist needed!