Event Planning Checklist

# Event Planning Checklist

## Purpose
Begin 12 weeks before any business event to ensure nothing is missed and all vendors and logistics are coordinated.

## When to Use
A detailed event planning checklist covering venue, catering, speakers, marketing, registration, AV equipment, and post-event follow-up.

## Instructions
1. Review the template below and familiarise yourself with the structure
2. Replace all [bracketed placeholders] with your business details
3. Customise the tone and formatting to match your brand
4. Save in your preferred tool (Asana or Mailchimp)

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## Event Planning Checklist

### 12 Weeks Out: Strategy & Venue (Owner: Event Coordinator)
- [ ] Event purpose, goals, and target audience defined
- [ ] Budget established with line items for venue, catering, AV, marketing, and contingency
- [ ] Date confirmed (checked against public holidays and competing industry events)
- [ ] Venue shortlisted, inspected, and booked with signed contract
- [ ] Venue capacity, parking, accessibility, and AV capabilities confirmed
- [ ] Event project plan created in project management tool with all deadlines

### 8 Weeks Out: Content & Speakers (Owner: Event Coordinator)
- [ ] Speakers or presenters confirmed with signed agreements
- [ ] Agenda or run sheet drafted with session times and breaks
- [ ] Speaker bios and headshots collected for marketing materials
- [ ] Presentation templates provided to speakers for brand consistency
- [ ] Panel discussion topics and moderators confirmed (if applicable)

### 6 Weeks Out: Marketing & Registration (Owner: Marketing Lead)
- [ ] Registration page live and tested with confirmation emails
- [ ] Event listed on website, social media, and relevant industry calendars
- [ ] Email invitations sent to target audience via mailing list
- [ ] Social media promotion schedule created (at least 3 posts per week)
- [ ] Early bird or discount codes configured and tested
- [ ] Reminder email sequence scheduled (4 weeks, 2 weeks, 1 week, 1 day before)

### 2 Weeks Out: Logistics (Owner: Event Coordinator)
- [ ] Catering confirmed with final menu, including dietary requirements collected from registrants
- [ ] AV equipment booked and tested (microphones, projector, screen, speakers)
- [ ] Name badges and attendee list printed
- [ ] Signage and banners ordered and delivery confirmed
- [ ] Photography or videography booked (if applicable)
- [ ] Volunteer or support staff briefed on their roles and responsibilities

### Day Of: Execution (Owner: Event Coordinator)
- [ ] Venue set up completed at least 2 hours before doors open
- [ ] AV tested with all presentations loaded and working
- [ ] Registration desk set up with attendee list, badges, and pens
- [ ] Catering delivery confirmed and set up in designated area
- [ ] Emergency procedures reviewed with venue staff
- [ ] Wi-Fi details available for attendees

### Post-Event: Follow-Up (Owner: Marketing Lead)
- [ ] Thank-you email sent to all attendees within 48 hours
- [ ] Post-event survey sent to capture feedback
- [ ] Photos and videos shared on social media and website
- [ ] Speaker thank-you notes or gifts sent
- [ ] Budget reconciliation completed - actuals vs planned
- [ ] Lessons learned documented for future events

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**Complexity:** intermediate | **Setup time:** 15 minutes | **Tools:** Asana, Mailchimp, Slack