8 Important Checklists for Planning any Successful Event

Planning a successful event can be a time-consuming task that requires diligent preparation. You don’t have to needlessly panic in the weeks and days before your event while you put together the final touches. Keep this essential checklist in mind to ensure your next event is successful.

1. Determine the Budget

Start by referencing old budget plans or asking others in the office for their templates. Every event needs a budget that factors in both expenses and income. Determine who can contribute to the event and if tickets will be necessary. You may also be working within a budget from your company. When considering expenses, calculate the price of the venue, food, entertainment, speakers, and other small costs like rented equipment or travel fees.

2. Compile Contracts

Contracts are essential to booking venues, vendors, and speakers. Meeting organizers in person and discussing plans is helpful when making business connections and establishing beneficial partnerships. However, every formal agreement should be in writing and fully signed by all necessary parties. Compile all necessary paperwork and keep them easily accessible in case you run into any issues while planning the event.

3. Acquire Help when Necessary

Planning an event is exhausting and often requires networking and calling in favors to be completely successful. Don’t be afraid to make planning easier by asking for advice and references from other professionals in your office especially if this is your first event. Additionally, if you’re calling in dining or cleaning services, understand the full services covered in the contract. For example, when you book food for your event, you may only be booking the actual dishes but not the tables or servers.

4. Tour the Venue

Fully explore any venue you’re considering for the event before booking. Confirm that the building is accessible and big enough for your needs. Consider how many rooms are necessary and the number of restrooms. Inquire after the venue’s technological capabilities and the strength of their wifi. Once determining a venue is a good fit, you need to collect a contract and potentially pay a deposit. Plan time with the venue when you can access the area to set up the event.

5. Hire Event Speakers

The success of an event is often determined by the charisma and intelligence of the speakers. Choose event speakers that are locally available or come from out of state. Depending on your event, you can even bring in speakers digitally to talk and interact with your crowd. Avoid bringing in the same presenters used in recent events and choose professionals renowned in the field. Impress your attendees with inspirational speakers or industry experts who can professionally persuade and teach.

6. Program Schedule

Determining the program schedule will plan out the day and how much time you have for speakers and free time. Leave some time between events for professionals to mingle and swap business cards or to take a bathroom break. Your schedule will keep guests informed and on track during the event. An itinerary is especially important if you’re running more than one speaker or event at one time. Guests will easily be able to find the topics they’re interested in and disperse into individual groups accordingly.

7. Set up Invitations and Reminders

Depending on your budget, you can send out digital or physical invitations. Adding the option to RSVP can give you an idea of how many people will be attending. Determine if your event will allow walk-ins or if everyone has to register beforehand. Between sending out the official invitation and the event, schedule regular reminders over the following months to keep people informed and excited.

8. Promote and Market

If your event is open to the public, consider using your company’s social media to promote and entice. Create promotional materials that can be sent to previous clients and other professionals in the industry. Work with the venue and speakers to promote through their channels as well. By increasing your event’s attendance, you create a higher-quality experience for all attendees.

Conclusion

Planning an event can leave you exhausted trying to find all the answers. Every professional event you plan in the future is sure to be a success if you improve your coordination skills and expand your network of contacts.