Planning Tips and Checklist
When planning for your next event, consider gathering some essential details
that may help to make your event a success.
Event Objectives
- What is the purpose of the event?
- What type of event would you like to hold?
- Does the event achieve your or your organization’s goal?
- What type of learning or education purpose does the event serve?
Plan a Budget
Consider some of these costs that your event may need.
- Rental of venue and equipment
- Catering
- Décor
- Promotional materials
- Photography and videography
- Entertainment
- Transportation and parking
- Accommodations
- Security
- Custodial fees
Date & Location
When considering the timing of your event, plan for your event as far in advance as possible.
- Select a preferred date, but also be sure to consider an alternate date.
- Check the date availability with the venue prior to scheduling any presenters.
- Select a time that will work best for your participants and intended audience.
- What kind of space will serve your event best?
- What equipment do you need?
- Tables
- Chairs
- Lectern
- Risers
- Audio/Visual
- Markerboards
- If your event is outdoors, do you have a contingency plan in case of inclement weather?
Catering
- How do you plan on serving food?
- Will you be serving alcohol?
- Do any of your important participants have special dietary requirements?
- Does the venue have a preferred caterer list?
Event Logistics
- Create an event agenda. An agenda can include
- A breakdown of the event by time
- Speakers/presenters with their topics
- Breakout rooms
- Will guests need to register or check in? How will your event conduct check-ins?
- Do you plan on charging admission? How will you be collecting funds?
- Do you have a main speaker or MC?
- Will you need to write a run-of-show or script to thread your whole event together?
- Does your event include “photo opportunities” for important moments?
- Does your event have any minors?
- Does your event need directional or informational signage?
- Do any of your guests have special accessibility requirements?
- Do your guests need name badges or tent cards?
Marketing
- What is your event’s primary message that you will want to communicate to your intended audience?
- How do you plan to communicate and promote your event?
- invitations
- flyers
- social media
- website
- in-person
- digital signage
- posters
- Does your event need programs or informational packets?
Transportation & Parking
- Will your guests need transportation to the event?
- Will you need to inform your guests of parking permit fees?
- Do you need to staff the event with parking attendants?
- Are any of your guests flying in? Do they have transportation arranged to get from the airport to the venue?