Your Ultimate Event Planning Checklist!

So you’ve done the hustle, you’ve sold your skills and pitched like crazy. And you did it—you landed that next big contract!

Well done…now what?

This one’s bigger than any event you’ve organized before and you’re feeling ever-so-slightly in over your head—you’re more nervous than excited! And you’re not sure where to start.

What you need is an event planning checklist that will ease your fears.

With all the moving parts involved in planning an event, it’s easy to get overwhelmed. But don’t panic—you’re at the very start. The perfect place to be to plan an unforgettable event from the ground up.

But first, you need to get organized.

With this event planning checklist, you can keep track of all those little details and make sure you don’t forget anything.

eSpeakers Ultimate Event Planning Checklist

14 to 18 months prior to the event:

Write your event planning checklist!
Select and hire your planning committee
Delegate tasks and responsibilities
Create a preliminary budget
Establish objectives, goals, and theme of the event
Create a website
Put together a mailing list
Create a marketing plan
Send an email blast: save the date
Venue search/site visits
Begin soliciting sponsorship
Outline event agenda
If you are using one, hire a decorator
Establish satellite events
Establish logistical parameters:
- Space requirements
- Number of attendees
Send out RFPs for ancillary services (transportation, equipment rentals)

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10 – 16 months before the event:

Contract ancillary services
Establish rates and pricing/early bird pricing
Begin promotion!
Launch social media campaign and platforms
Build registration platform on the website
Finalize contracts with venues and pay deposits
Seek out and secure speakers and facilitators
Arrange transportation and accommodation for speakers and guests
Be sure your website(s) can handle increasing traffic

6 – 10 months before the event:

Open registration
Finalize sessions
Layout program
Plan event logistics with vendors (travel, menus, etc.)
Print and send out brochures

3 – 6 months before the event:

Confirm menus and ancillary venues
Review audio-visual requirements
Begin your “Event Day Master List”
Determine the final print date
Keep the website updated with new information
Finalize speakers and agenda

1 – 3 months before the event:

Hire and train event staff
Order attendee materials and swag (nametags, t-shirts, notebooks etc.)

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6 weeks – 2 months before the event:

Finalize decorative details
Prepare post-event survey
Email and snail mail reminders to speakers

2 – 6 weeks before the event:

Print signage, programs, and other literature
Finalize attendance numbers
Troubleshoot digital/online apps and technologies

1 week before the event:

Review Master Plan
A/V run-throughs
Troubleshoot equipment
Event walk-throughs with key personnel
Email updates to speakers and other participants
Familiarize personnel with logistical details of venues
Collect all presentations on USB sticks
Prepare check-in materials
Close registration, provide final numbers to venues and hotels
Prepare gifts for speakers and participants
Train event support staff

Day of the event:

Meet and greet
Oversee smooth functioning, monitor safety and cleanliness put out fires

Week after the event:

Email post-event questionnaires
Send thank-you letters to VIPs and speakers
Post-event breakdown meeting with key personnel
Begin planning the next event!

An event planning checklist is essential to keeping organized whether you’re a veteran planner or are brand new to the industry. Is there anything we missed? Let us know in the comments.

Now, get planning!

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