Planning an event but not sure where to start?
Don’t worry. Our experienced team of event planners has written the ultimate event planning checklist so nothing gets overlooked.
Use these expert tips and insights to plan a successful, stress-free event your guests will never forget. From defining your event’s theme to managing logistics on the big day, here are 21 steps to make event planning feel like a breeze.
The ultimate event-planning checklist:
1. Define your event theme
2. Define your event goals
3. Prepare your to-do list
4. Create a run sheet and call sheet
5. Calculate your budget
6. Create an event contingency plan
7. Book an event venue
8. Build your guest list
9. Send invitations
10. Choose an event caterer
11. Book entertainment and vendors to document the event
12. Choose decor and visual elements
13. Recruit and train event staff
14. Organize event logistics
15. Plan your event marketing strategy
16. Confirm all vendors
17. Conduct an event rehearsal
18. Set up event registration and check-in
19. Check your checklist
20. Send post-event communications
21. Evaluate the success of your event
The New York Botanical Garden Conservatory Ball. Photo by Yvonne Tnt / BFA.com ⓒ BFA 2023
The luxury event planner’s complete checklist
There are several key parts to event planning: preliminary planning and establishing a framework for the event, managing guests during the guest list creation, invitation, and RSVP processes, hiring vendors, marketing the event, organizing the logistics, and conducting post-event follow-up. Here’s your step-by-step guide on all of those elements and more.
1. Define your event theme
What kind of event do you plan to host: an awards ceremony, a fashion show, a fundraising gala? The first step in event planning is to define a framework based on the theme and type of event.
Different events may come with different expectations, but don’t assume what those are. Some clients may have a clear and detailed vision of what they want. Others may rely on you to create the overarching theme and concept of the event.
Either way, communicate with your client to ensure you’re on the same page.
Check out: How to plan an elegant gala dinner
2. Define your event goals
Do you want to fundraise for a nonprofit organization? Launch a new product line? Honor industry professionals with an awards ceremony?
Well-defined goals guarantee a successful event. Some event planners measure event success based on key performance indicators like how many guests attend or their social media engagement rates. Others look to revenue from ticket sales or how much money they raised for charity.
When you define your goals, it’s easier to measure success. Consider studying successful past events to learn what’s worked for others.
3. Prepare your to-do list
Get organized! Preparing documents to outline and organize your plan will help you stay on top of the details.
Start by creating a timeline for everything that needs to happen from now to the day of the event. Set deadlines in a Gantt chart, including when to finalize the event date and how soon you need to design and send out promotional materials.
Assign clear ownership for each task and establish milestone check-ins with your team and stakeholders. Share your timeline with everyone involved so all parties can track progress and remain on the same page throughout the planning process.
4. Create a run sheet and call sheet
Create a detailed run sheet to establish what time every stage of the event will happen. Factor in anything that could create delays, such as transportation or speeches that unexpectedly run too long. Experienced event planners always build time cushions into the schedule to account for unforeseen delays.
You’ll also need to create a call sheet that outlines contact information and responsibilities for all team members, vendors, suppliers, and staff. Include multiple contact methods (cell phone, email, backup contact) for each person and designate emergency contacts for critical vendors in case primary contacts are unreachable.
Keep these documents up to date with the latest information by using a Google Doc or a similar cloud-based platform where you can post a live, shareable document that tracks all changes.
Read more: Everything you need to know about event planning
5. Calculate your budget
Talk with your stakeholders before agreeing on the event budget. Are there potential sponsors who could take responsibility for different aspects of the event?
Consider whether the budget will require you to source cheaper vendors or if you can rely on vendors you’ve used before. You may need to hire vendors with more experience to guarantee the event goes off without a hitch. Some venues may offer or require you to use their in-house vendors, which might limit your options but could also streamline costs.
Update your budget as planning progresses. If vendors quote prices below your expectations, it could give you enough leeway to spend those savings on a better catering company or a higher-profile entertainer.
6. Create an event contingency plan
Show up with a solid backup plan, as even the best-laid plans can go sideways. Rainy weather can interrupt an outdoor event, or a speaker could get stuck in traffic.
Always have some quick solutions ready for these “what-if” scenarios. Your call sheet comes in handy here, since you’ll need to communicate last-minute changes to vendors and staff.
Make sure your budget includes a contingency fund for extra expenses. It helps to vet the cost of substitutions up front so your stakeholders won’t be surprised when they see the bill.
7. Book an event venue
Few decisions impact your event’s success more than choosing the right venue. Make a shortlist of venues that catch your eye. Visit them in person to see which ones are right for your vision — there’s nothing like walking through a space to get a feel for it.
Is there enough room to accommodate your invite list? Can guests flow easily from one space to the next? Don’t forget the practical stuff, like accessibility accommodations and parking availability.
A venue walkthrough will help you answer several of these questions, such as whether or not it will accommodate your event seating plan. If you fall in love with a venue but the rental price is over budget, don’t give up. Some venues may be open to negotiating if you’re flexible with your date. You can also look for opportunities to trim other sections of your budget.
Once you’ve found a suitable venue, move quickly to secure the booking.
Learn more: Questions to ask when touring a venue for an event
Guests connecting at The Business of Fashion Presents The Business of Beauty Global Forum Day 2. Photo by Rowben Lantion / BFA.com ⓒ BFA 2023
8. Build your guest list
The right guest list shapes the dynamics, connections, and outcomes of your entire event, so don’t leave yours to chance! Establish how many guests your event can accommodate, then identify the guests you want to invite. Refer to the goals you defined earlier, such as including well-known donors on the guest list of a fundraising event.
Using guest list management software like zkipster makes building your guest list a breeze. You can even build detailed guest profiles, define relationships among guests, and seamlessly build, merge, and segment guest lists with zkipster Audience.
You might like: A 9-point event safety plan to protect your guests
9. Send invitations
As soon as you’ve confirmed the guest list, send out invitations. You may want to issue a “save the date” or go straight to sending an official invitation. Either way, this is your chance to share important information and build excitement. Send regular updates to keep guests informed and engaged as the event day draws closer.
Set your RSVP deadline five to seven days earlier than your actual cutoff to allow time for follow-up. Use automated confirmation messages to instantly acknowledge responses, and plan to send gentle reminders to guests who haven’t responded three to five days before your deadline.
zkipster event communication tools can help you issue invitations, follow up on RSVPs, and verify guest needs like dietary preferences.
Related: 7 RSVP management tips to make the process less stressful
Dinner at The New York Botanical Garden Conservatory Ball. Photo by Yvonne Tnt / BFA.com ⓒ BFA 2023
10. Choose an event caterer
Choose a caterer who can accommodate the size of your guest list. You’ll also need to consider what dining style will best suit your event:
- Galas and fundraisers typically call for seated dinners.
- Product launches and parties work well with cocktails and canapés.
- Corporate and networking events often benefit from buffet-style service.
- Outdoor events during warmer months can incorporate food trucks, which add variety and create a more casual, relaxed atmosphere.
Notify your caterer about any dietary restrictions in advance. Use zkipster Response Forms to collect detailed dietary preferences and restrictions from guests in advance, ensuring your caterer has accurate information for menu planning.
Remember that many venues have preferred catering partners. While this can limit your food options, it also means the caterers understand the venue well. They’ll already know the kitchen facilities, load-in procedures, and timing constraints, which can prevent day-of complications.
Once you have a shortlist of caterers, request quotes and organize tasting sessions before finalizing the menu.
11. Book entertainment, speakers, and photographers
Enhance your event with speeches, performances, activities, and entertainment for your guests. To manage talent effectively:
- Source performers and speakers who align with your event’s tone and objectives.
- Determine when each act or speech should occur and update your event timeline.
- Coordinate directly with talent to confirm their technical and logistical needs.
- Document all requirements in your event call sheet for easy reference.
- Budget for travel and overnight accommodation expenses if your entertainers or speakers need to travel to the event.
Be sure to book a photographer and videographer for your event to document the best moments of the event, as well as its look and feel. You can use these images to create beautiful marketing content or reference them when planning future events.
BFA is a global leader in the event photography, videography, and social media services business, and zkipster’s trusted media partner. Find out how BFA can serve the visual needs of your next event.
The New York Botanical Garden Conservatory Ball. Photo by Yvonne Tnt / BFA.com ⓒ BFA 2023
12. Choose décor and visual elements
Make your event an unforgettable spectacle that delights the senses. Place striking displays, decorations, and focal points throughout the event, including flowers: an expert event florist is key.
Don’t underestimate the impact of professional lighting design on your event’s atmosphere. Schedule a walkthrough with your decorator and lighting team to ensure all visual elements complement each other. For large-scale installations, confirm load-in timing and any venue restrictions on rigging, weight limits, or power requirements well in advance.
For audiovisual elements like sound systems, screens, and projectors, hiring an event production company is recommended. Consider hiring a graphic designer to prepare presentation slides, signage, program books, or menus and other printed materials that reinforce your event name and branding.
13. Recruit and train event staff
Work out when and where staff are needed, and what roles they need to carry out. Check if your event vendors and suppliers will provide personnel or if you need to hire additional staff. Ensure your entire event workforce is properly trained and briefed before event day.
In addition to sourcing bartenders, servers, greeters, and check-in staff, don’t forget to hire a security team with event safety experience. If your event includes celebrities and other high-profile guests, look for a security team that regularly works with VIPs.
Learn more: 5 tips for hiring event security
14. Organize event logistics
Confirm all logistical details well in advance to avoid last-minute complications on event day.
If your event includes a luncheon, dinner, or other seated elements, design a seating chart that accommodates guest preferences and encourages them to connect. Build in flexibility or reserve additional seats to handle inevitable last-minute changes like unexpected plus-ones, late confirmations, or requested seating adjustments.
Other key logistics to finalize:
- Confirm venue access and restrictions for setup and breakdown.
- Liaise with event suppliers, vendors, and talent to finalize the schedule.
- Arrange transportation and accommodations for staff, speakers, and performers as needed.
- Secure all necessary permits, licenses, and insurance paperwork.
Also, carefully consider the venue’s WiFi capabilities:
- Is the venue’s current Wi-Fi up to par, or will you need to upgrade?
- Do they have enough bandwidth for event check-in via the zkipster app, back-of-house usage, and AV needs all at the same time?
If providing your guests and staff with reliable WiFi is critical to your event, ask the venue about their Wi-Fi capabilities and plan accordingly.
Related: 9 event planning resources to bookmark today
Event staff standing by as the Veuve Clicquot Polo Classic Returns to NYC. Photo by Neil Rasmus / BFA.com ⓒ BFA 2023
15. Plan your event marketing strategy
Is your event invite-only or ticketed? Private or public? The answers will reveal how you should market it.
For example, an intimate private event for VVIPs might require little to no publicity. Meanwhile, a large ticketed fundraiser would benefit from a multichannel marketing campaign to help boost ticket sales. Event sponsors may also need to be recognized publicly for their contributions.
Social media should be a part of almost any event marketing strategy. It can promote your event, expand brand reach and awareness, and encourage guests and followers to do the same. Consider designing a logo, building a dedicated website, creating an event hashtag, seeking sponsorships, and partnering with influencers and media.
16. Confirm all vendors
Confirm all vendors in the days leading up to the event. Don’t let anything slip through the cracks.
Make sure all of your vendors, including your caterer, photographer, videographer, florist, and servers, know what they have to do. This includes briefing them on critical event details like when to arrive, when to set up, and when to break down.
Send each vendor a copy of the relevant portions of the run sheet and call sheet, and collect emergency contact numbers for day-of communication. Request written confirmation of final details like guest counts, delivery times, and any last-minute changes to ensure everyone is working from the same information.
Capturing The Business of Fashion Presents The Business of Beauty Global Forum Day 2. Photo by Rowben Lantion / BFA.com ⓒ BFA 2023
17. Conduct an event rehearsal
Don’t leave anything to chance on event day. Schedule a rehearsal or walkthrough of the event with key team members to identify and mitigate any potential issues and challenges. The event rehearsal will help minimize the negative emotions that every event planner feels on event day!
During rehearsal, run through the event schedule and test all equipment to ensure it’s working properly. Confirm all event personnel have been thoroughly briefed about necessary pre-event preparations, and ensure that staff uniforms and professional nametags are ready for anyone who will interact directly with guests.
Finally, practice the timing of all transitions, confirm VIP greeting and escort procedures, and establish team communication methods like two-way radios.
18. Set up event registration and check-in
Your event’s welcome or registration area should make a great first impression on guests. A fast, frictionless event check-in process is essential, and zkipster check-in functionalities are hard to beat.
By issuing QR codes to your guests, you can set up rapid, contactless check-in or even allow guests to check themselves in with kiosk mode. Account owners can also adjust account permissions to ensure that check-in staff don’t have access to confidential guest and event data.
Our partners at One World Rental supply state-of-the-art equipment, software, and WiFi for any event environment. This global IT provider offers curated software-and-hardware packages designed to make any event a success
Perfect timing for the La Prairie Dinner at The Cloud Club at Jolie, NYC. Photo by Brendon Cook / BFA.com ⓒ BFA 2023
19. Manage event day operations
Ensure your team is mentally and physically prepared for event day. It will likely be demanding, but also extremely rewarding!
Refer to your run and call sheets to execute your event exactly as planned. Unexpected issues can always arise, but by following this event planning checklist, you’ll feel capable of putting out any last-minute fires.
To make every step easier, explore essential event planning tools that can help streamline organization and execution.
As you finalize your checklist, don’t forget to focus on creating a memorable event experience that keeps guests engaged and delighted from start to finish.
20. Send post-event communications
Send post-event thank you notes to thank guests for attending and reinforce the connections you’ve made. Include event highlights such as photos, how much was raised for charity, or the results of a sporting event.
If your event featured speeches or presentations, include links to any useful follow-up materials for guests to refer to. Consider sending event giveaways or branded items to maintain engagement between annual events.
You can use zkipster to design and send all your guest communications, from digital invitations to post-event thank-you messages like these. If you receive feedback, use it in the event debrief.
When your event marketing strategy includes social media, share event highlights on Instagram and other platforms to create buzz. Use a hashtag that incorporates your event name so guests can easily share their content, and you can track the event’s reach.
A memorable moment as the Veuve Clicquot Polo Classic Returns to NYC. Photo by Neil Rasmus / BFA.com ⓒ BFA 2023
21. Evaluate the success of your event
Carry out a detailed post-event debrief with the event team and key stakeholders, identifying successes and areas for improvement. Follow up with event vendors and suppliers to maintain positive working relationships.
Use our event reporting tools to help you understand if your event achieved the goals you set. Instantly generate reports to count how many guests checked in, how many were no-shows, what time they checked in, and more. You can present this invaluable data to stakeholders and use it to plan future events!
Event planning made easy
So, there you have it — your ultimate event planning checklist.
Remember, all events are unique, so you may need to adapt this event planning to-do list to suit the exact requirements of your event. Good luck with planning, and we hope your event is a great success!
