Are you new to planning events and want a little help? Show
Or are you looking for an easy process for your team to follow while planning an event? Whether you’re running an in-person, hybrid or virtual event, you’re in the right place. This blog post will help you figure out everything you need to plan and execute for your next event. You’ll learn: - What an
Event Planning Checklist Includes - 4-6 Months Ahead of Event - How to do a Post-Event Follow-Up and Post-Event Analysis (And if you want to learn how to plan an event from start to finish, check out our entire guide here.) Want a printable copy of this checklist? Fill in the form below! Download Your Copy of the Event Planning Checklist (Excel, Word, PDF)What does an event checklist include?When you create your event checklist, it should cover the essentials. That includes:
Of course, there’ll be some parts of your event that won’t fall exactly into these categories, but these must-haves are an important jumping off point. Which leads us to my next point… What are the 10 steps to plan an event?The top ten most important steps in planning any event are:
To help you out every step of the way, I've broken down these steps into a few different sections by date, which you can see in the table of contents to the side. This will help you figure out when to do certain tasks. Of course, the earlier you can start working on your event, the better — that way you'll be as prepared as possible when any issues come up (as they probably will). And remember: your event can range from a small workshop to a gala fundraising event. Whatever your event may be, this checklist is the perfect place to start your event planning. The First Steps in Your Event Checklist: 4-6 Months Ahead of EventThe further in advance you can start planning, the better — but I've noticed that most organizations we work with start planning their big events like galas and fundraisers about 6 months in advance. Here's what you need to do to get started:
3-4 Months Ahead of Event: Starting to Ramp UpNow that you have some of the foundational parts of your event figured out, it's time to start executing! If your event is coming up in a few months, you'll need to start communicating with all the stakeholders outside your organization and continue coordinating with them. Here’s everything you need covered at this point:
Want a printable copy of this checklist? Download it here. 1-2 Months Prior To Event: Keep on GoingYou're getting there! At this point, you're probably spending more and more time focusing on the event and finalizing some details.
1 Week Prior to the Event: The Home StretchYou're getting so close! By this point, the majority of the event details should be confirmed and all that's left will be final touches, such as:
1 Day Before the Event: Almost ThereHere are a few last-minute details you might want to remember:
Event Day: Your Time to ShineThe big day has arrived! Here's what you have to remember:
Immediately Following Event:Post-Event Follow-UpWhile you should conduct a thorough evaluation and update your budget, there are other post-event items you should take care of. This includes publicity, fundraising and member development opportunities that you can take advantage of with just a little pre-event planning. Here’s all the activities you should complete after the event is over:
In your thank-you notes, be sure to remind the recipients of the event’s success – and how they contributed (e.g., dollars raised, awareness - number of participants, etc.
Post-Event AnalysisWhile it’s still fresh in your mind, it’s time to get all the information you can from your event. That includes data from your attendees and your team. There’s a lot you can learn that can help you for your next event.
The Event Registration Software You Need To TrySick of processing event registrations and payments by hand? There's software that can completely automate the process for you online. Membership Management Software lets you:
Membership Management Software takes care of all event logistics AND makes running any sort of membership organization easier. It automates administrative tasks such as managing your contacts, website, finances, and email communication If you'd like to see if this kind of software is right for your organization, try WildApricot, the #1 Membership Management Software on the market. The best part is that WildApricot is free to try for 30 days. Click here to start your free trial now. As a small non-profit, this software has made organizing and communicating with our membership SO much easier. Membership is now automatic and registering for our events is easy for our guests and much less work for us.-DeeDee LaBaron, Oregon Employment and Training Association Planning Your Event Sets You Up For SuccessI hope you found this checklist helpful in getting started with event planning! Use this as a starting point to identify or assign activities to various volunteers or staff, or print this off so you can literally check off items as they are assigned or accomplished. And if you're planning a virtual event rather than a traditional in-person one, we have a downloadable Virtual Event Checklist, as well! Which is the first step in a sponsorship presentation?The first step in preparing a sponsor presentation is to find companies who are courting the same audience so you can present demographic information to prove that sponsoring you will help sponsors reach their target audience.
Which of the following is a factor that businesses often consider when selecting advertising agencies?Compatibility, credibility, background, clientele, management, Location, budget, and expertise are few factors to consider while selecting an Ad agency. One of the best ways to know about any firm is by their clientele. Moreover, clients will portray what level the Ad Company is working at.
Which statement is true regarding the importance of fans supporting sports or event activities?Which statement is true regarding the importance of fans supporting sports or event activities? Without ongoing fan support, popularity of a performer or profitability decreases for an organization.
What is a benefit to a sports team of coordinating outreach projects with local community organizations?What is a benefit to a sports team of coordinating outreach projects with local community organizations? establish a feeling of goodwill with all of the organization's fan bases. Before a sport/event organization can create goals for each one of its fan bases, what must the organization do?
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