An event planning checklist works backward from the event date: about six months out you set the goal, budget, date and venue; three to four months out you line up speakers, sponsors and registration; in the last month you confirm every detail; and the day after you thank people and write down what to change. The checklist below works for most conferences, education sessions and networking events.
I’ve planned events for 25 years, from four Super Bowls to small education sessions. The checklist changes in size, not in shape.
6 months out
- Set the goal: who is this event for, and what should they do afterward?
- Set the budget, including a cushion for surprises.
- Choose the date, checking it against holidays and other events your audience attends.
- Visit and book the venue. Get every cost in writing.
- Decide the format: one day or two, sessions, meals, reception.
- Build the team and give each person one area they own.
4 to 5 months out
- Confirm speakers and their topics.
- Send sponsor packages, starting with last year’s sponsors.
- Set ticket prices, including member, non-member and early-bird rates.
- Book key vendors: catering, AV, photography, printing.
- Send a save-the-date.
3 months out
- Open registration.
- Publish the event page with the date, venue, price and agenda.
- Start the promotion schedule. Our event promotion ideas lay it out.
- Reserve a hotel block if people are traveling.
2 months out
- Finalize the agenda and publish it.
- Collect speaker slides, bios and photos.
- Collect sponsor logos for signage.
- Order name badges, signage and any printed materials.
1 month out
- Confirm catering numbers and dietary needs.
- Confirm AV needs for every session.
- Recruit and assign volunteers.
- Write the run of show, minute by minute.
- Send reminders, and personal invitations to anyone who came last year but hasn’t registered.
1 week out
- Give the venue and caterer your final numbers.
- Send attendees a “know before you go” email: time, address, parking, what to bring.
- Print check-in lists and badges.
- Brief volunteers and speakers.
- Pack the event kit: tape, scissors, zip ties, chargers, extension cords, pens, extra badges.
The day before
- Confirm every vendor’s arrival time.
- Walk the venue if you can.
- Check the weather and any changes from the venue.
Event day
- Arrive early. Set up signage and check-in before the first guest.
- Test AV in every room.
- Photograph sponsors’ signage and the crowd.
- Keep the run of show moving, and have one person with authority to make calls.
The day after
- Send a thank-you to attendees with photos and slides.
- Send sponsors their photos and a short results report.
- Send a short survey. See our post-event survey questions.
- Write down what went wrong while you still remember it.
- Hold next year’s date.
Event-specific checklists
Frequently asked questions
What should be on an event planning checklist?
Goal, budget, date and venue; speakers, sponsors and registration; promotion; vendors, AV and catering; volunteers and the run of show; and the follow-up after the event.
How far in advance should you start planning an event?
About six months for a conference or large event, three to four months for a golf outing or mid-size event, and six to eight weeks for a networking event or education session.
What are the most important steps in planning an event?
Set a clear goal, lock the date and venue early, open registration on time, confirm every detail in the final week and follow up within a day after.
Want hands on deck?
We plan conferences and golf outings, and we’re happy to work behind the scenes for other planners under their name. Here’s how we work on events.