Event planning is hard, no matter how many events you’ve handled in the past. These eight must-have items should be on every event checklist.
1. Goals and Objectives
You can’t effectively plan an event without knowing what it is you’re going for. Your goals and objectives should include things like the purpose of your event, how much of a profit you’re hoping for (if any), and the type of environment right for the event.
2. Rough Budget Outline
While it’s nearly impossible to figure out an exact budget ahead of time, you can get within the ballpark by looking at costs from past events and estimating the rest.
3. Electronic and Digital Connections
Hiring a DJ is great, but if there’s nowhere for him to plug in his equipment or if he can’t connect to WiFi, he’s not going to be able to do his job. Make sure you have these issues sorted out, including WiFi passwords and location of charging stations.
4. Venue and Vendors
When choosing your venue, it’s important to know the types of vendors you’re going to need. Some venues may provide some of these services, like catering; some will have recommended vendors they often work with; and some won’t allow for certain things, like alcohol or your own décor.
5. Food Details
On top of the types of food you’d like to serve, you have to consider food preferences and allergies. You always want to make sure volunteers and staff have a way to eat at some point during the day, and that you have the right licensing if you’re going to serve alcohol.
A lot of events need some type of promotion, even if it’s a wedding (save the dates and invitations, for example). Figure out the type of messaging that’s right for your event and which hard copy and digital marketing methods are ideal for delivering that message to the right audience or guests.
No matter how important your event is to people, some are bound to have it slip their mind, which is completely normal. It’s always a good idea to send out a few reminders so that your attendees list stays relatively the same on the day of the event. Remind guests as well as speakers and presenters, sponsors and vendors.
8. Confirm Details with Vendors
The more vendors you have, the easier it is to get things mixed up. Take an afternoon to call each vendor and confirm details, like pricing, add-on costs, items they may need at the venue, and the timeline.
Want to ensure nothing gets by you when it comes to your event? Keep an ultimate checklist to make sure you have everything under control.