A 21-step event planning checklist that covers every detail

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 to help you out. 

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 operations on the big day, here are 21 steps to make the six stages of event planning feel like a breeze.  

Create your event framework 

Organizing an event is all about — unsurprisingly — planning. 

Let’s look at how you can brainstorm your vision and outline your budget before pinning down the rest of the details. 

1. Define your event theme

What type of event do you plan to host? An awards ceremony, a fashion show, a fundraising gala?

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.

2. Define your goals 

Next, know and 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, including when to finalize the event date and how soon you need to design and send out promotional materials.

4. Create a run sheet and call sheet 

Jot down 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.

Keep these documents up to date with the latest information and use them to inform your day-to-day checklist for planning an event.

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 if 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.

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 

Don’t forget to have a solid back-up plan because even the best-laid plans can go sideways. Rainy weather can interrupt an outdoor event or a speaker could get stuck in traffic.

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 with 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 

Finding the perfect spot for your event is when event planning becomes the most fun. 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.

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. 

‍You might like: This is how to source special venues for your luxury events

Guest management 

Without guests, there’s no one to plan for. Delight your guests by factoring in their needs at every stage of planning.

8. Build your guest list 

The right guest list can make or break an 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 and define relationships among guests.

Related: Keep Your Guests Safe with our 9-Point Event Safety Plan

9. Communicate with your guests 

As soon as you’ve confirmed the guest list, send out invitations.

You may want to send a “Save the Date” or go straight to sending official invitations. Either way, this is your chance to share important information and build their excitement. Send updates to keep them informed and engaged as event day draws closer.

If your event includes a luncheon, dinner, or other seated elements, design a seating chart that encourages your guests to connect. 

Our event communication tools can help you issue invitations, follow up on RSVPs, and verify guest needs like dietary preferences. 

‍Check out: Ready, set, gala: 9 gala planning fundamentals for event professionals

Hire event vendors 

The best vendors are booked months in advance, so this is one area you don’t want to delay. Look no further than our tips for hiring and coordinating every vendor from staff to entertainment. 

10. Choose an event caterer 

Choose a caterer who can accommodate your event’s dining style and the size of your guest list. Notify your caterer about any dietary restrictions in advance.

Certain events — galas and fundraisers, for example — lend themselves to seated dinners. Launches and parties may be better suited to cocktails and canapés. 

Meanwhile, buffets are often a good choice for corporate and networking events. Food trucks are popular at venues with outdoor space during the warmer months.

 Venues often have preferred catering partners. While this can limit your food options, it also means the caterers understand the venue well. 

Once you have a shortlist of caterers, request quotes and organize tasting sessions before finalizing the menu.

11. Book event entertainment 

Enhance your event with speeches, performances, activities, and entertainment for your guests. Source suitable talent, decide when they should appear in the event schedule, and update your event timeline accordingly. Coordinate with your chosen performers and speakers and note their requirements in the event call sheet.

If your entertainers or speakers need to travel to the event, factor their travel expenses and any overnight accommodations that may be necessary into your budget.

12. Design a feast for the senses 

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. 

An event production company can take care of audiovisual elements like sound systems, screens, and projectors. Consider hiring a graphic designer to prepare presentation slides, signage, program books, or menus.

13. Recruit and train event staff 

Your guests are the focus, but don’t forget your other VIPs: 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 event security. If your event includes celebrities and other high-profile guests, look for a security team with experience working with VIPs. 

14. Organize event logistics 

One way to make your event happen as smoothly as possible is to ensure all logistics are handled. 

Confirm venue access and restrictions for setup and breakdown. Liaise with event suppliers, vendors, and talent, then finalize the schedule. Finally, arrange transport and accommodations for staff if needed, and make sure any permits and paperwork are taken care of.

Related: 9 event planning resources to bookmark today.

Event marketing, promotion, and media 

A top-notch promotion strategy raises your event’s profile.

Review these expert marketing strategies to learn how to connect with the media and create plenty of buzz.

15. Plan your event promotion and 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 or building a dedicated website for the event. 

16. Capture event highlights 

Have a photographer and videographer at your event to document the best moments and the event’s 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.

Prepare for event day 

As you approach the big day, it’s time to add the finishing touches. Here are some tips to help you dot every “i” and cross every “t.” 

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. Run through the event schedule and test all equipment to ensure it’s working properly. Ensure all event personnel have been thoroughly briefed about necessary pre-event preparations.

18. Set up event registration and check-in 

Your event’s welcome or registration area should make a great first impression with guests. A fast, frictionless event check-in process is essential, and zkipster’s 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. zkipster has partnered with them to curate a selection of combination software-and-hardware packages designed to make your event a success.

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.

Event follow-up 

The guests may have gone home, but your event-planning duties aren’t over yet. Follow up with your guests to gain valuable feedback and insights to keep the momentum going at your next event. 

20. Leave your guests with positive memories 

Send a post-event message to your guests to thank them for coming. 

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.

You can use zkipster to design and send all your guest communications, from digital invitations to post-event thank-you messages like these. 

 If your event marketing strategy includes social media, share event highlights on Instagram and other platforms to create buzz. Use a specific hashtag so guests can share their content and you can easily track the event’s reach.

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 tool 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!

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!

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