Event planning checklist: the essential to do list for event organizers

Planning an event and don’t know where to start?

Use this essential event planning checklist to make sure you’re following all the necessary steps. The experienced team of former event planners at zkipster have identified the six stages of event planning and the 19 tasks you must have on your event to do list:

Event planning checklist: event framework
1. Define your event
2. Prepare your event to do list and planning materials
3. Create an event contingency plan
4. Book an event venue

Event planning checklist: guest management
5. Build your guest list
6. Communicate with your guests
7. Create connections between your guests

Event planning checklist: event vendors
8. How to choose an event caterer
9. Book event entertainment
10. Make sure your event is a feast for the senses
11. Recruiting and training event staff
12. How to organize event logistics

Event planning checklist: event marketing, promotion and media13. Plan your event promotion and marketing
14. Capture event highlights

Event planning checklist: preparing for event day
15. Carry out an event rehearsal
16. How to set up event registration and check-in
17. Manage event day operations

Event planning checklist: event follow up
18. How to leave your guests with positive memories of your event
19. Evaluate the success of your event

Ready? Let’s get planning…

Event planning checklist: event framework

1. Define your event

First things first, decide what type of event you want to host: sporting event, awards ceremony, fashion show, launch party, gala, or fundraising dinner, for example. Next, define specific goals for your event. Do you want to raise money for a nonprofit organization, connect with a new audience, engage with valued clients, launch a new product line, or celebrate an important occasion?

2. Prepare your event to do list and planning materials

Get organized and make sure you’re on top of every aspect of your event by preparing documents to help with your event planning. Create a timeline running right up to event day and set deadlines for tasks and payments. Put together a detailed run sheet for the event, including timings for each part: welcome drinks, dinner, entertainment, speeches, and so on.

You’ll also need a call sheet with contact information, timings and responsibilities for all team members, vendors, suppliers and staff involved in the event. Lastly, agree on the budget for your event, and start allocating it! 

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

3. Create an event contingency plan

Carry out an event risk assessment to identify and mitigate against any potential issues or challenges and prepare a list of emergency contacts, just in case. Make sure your budget includes a contingency fund for any additional expenses.

4. Book an event venue

Find a home for your event by researching potential venues and carrying out site visits. Take into account the number of event attendees you need to accommodate and the venue’s location and facilities. If the rental price of your ideal venue isn’t within the budget you’ve allocated for venue hire, can you make savings elsewhere? Once you’ve found a suitable venue, move quickly to secure the booking.

Event planning checklist: guest management

5. 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 set for your event; for example, identifying supporters and donors to invite to a fundraising event.

Using guest list management software like zkipster will make creating your event’s guest list a breeze. You can even build detailed guest profiles for staff to refer to, and define relationships and connections between guests.

6. Communicate with your guests

Inform your guests about your event as soon as you’ve confirmed the guest list. 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 with your invitees, and start building excitement for your event. Keep guests informed and engaged by sending updates and important details as event day draws closer.

Using a digital tool like zkipster to send your email invitations allows you to fully automate the process. Build elegant, on-brand communications, request RSVPs, confirm plus ones, gather dietary requirements and other information and track responses, all in one convenient platform.

7. Create connections between your guests

Your venue is booked, invites are sent and event RSVPs are flowing in. Now it’s down to you to make the magic happen for your guests on event day. If your event includes seated elements - a luncheon, dinner, panel or speech, perhaps - design a seating chart that will help create connections between your guests. Create interactive opportunities for attendees to engage with each other and help achieve the goal of your event.

With zkipster Seating you can upload, customize and collaborate on multiple floorplans for your events. Take existing relationships between attendees into account when planning your seating chart, or share tables directly with table hosts and other contributors so they can decide who sits where. 

Event planning checklist: event vendors

8. How to choose an event caterer

Many factors will determine the event catering company you choose, from the type of event, to the guests, to the venue, to the time of year. Certain events - galas and fundraisers, for example - lend themselves to seated dinners. Others, like launches and parties, would be better suited to cocktails and canapés. Meanwhile buffets are often a good choice for corporate and networking events. Food trucks are a popular option at venues with outdoor space during the warmer months.

Venues often have preferred catering partners which, while potentially limiting your food options, will mean the caterer knows and understands the venue. Once you have a shortlist, request quotes and organize tasting sessions before finalizing your event menu.

Your caterer will need to know about specific dietary restrictions in advance. With zkipster response forms, you can not only request RSVPs and guest details, but also dietary requirements.

9. 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 make a note of their requirements in the event call sheet.

10. Make sure your event is a feast for the senses

Make your event into a memorable, multi-sensory spectacle. An event production company will be able to take care of the overall production and audiovisual elements like sound systems, screens, and projectors. Place striking displays, decorations and focal points throughout the event, including flowers: an expert event florist is key.

Prepare your event materials, both digital - presentation slides and projections - and physical - menus, seating charts, programs, handouts, signage, and so on. With zkipster you can easily print name badges for your guests, either in advance or on-site.

11. Recruiting and training event staff

Your guests will be the focus of your event, but don’t forget the other VIPs: the 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 their own personnel, or if you need to hire additional staff. Ensure your entire event workforce is properly trained and briefed before event day.

12. How to organize event logistics

One way to make your event happen as smoothly as possible is to ensure all the logistics are taken care of. Confirm venue access and restrictions for setup and breakdown. Liaise with event suppliers, vendors and talent, and finalize the event schedule accordingly. Arrange transport and accommodation for staff if needed, and make sure any permits and paperwork are taken care of.

Event planning checklist: event marketing, promotion and media

13. Plan your event promotion and marketing

Is your event invite-only or ticketed; private or public? The type of event will determine how it is promoted and marketed. 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 recognised publicly for their contributions. 

Social media is a key consideration for any event marketing strategy. Leverage it to promote your event and expand brand reach and awareness, and encourage guests and followers to do the same. 

14. Capture event highlights

Have a photographer and videographer at your event to document all the best moments - guest interactions, performances, speeches and other activities - and the look and feel of the event. The resulting images and film will allow you to create beautiful content for marketing and publicity. They will also provide a useful reference for 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 event here.

Event planning checklist: preparing for event day

15. Carry out 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 make sure it’s working properly. Ensure all event personnel have been thoroughly briefed and carried out any necessary pre-event preparation.

16. How to set up event registration and check-in

Make a great first impression with your guests with the welcome or registration area at your event. A fast, frictionless event check-in process is essential, and the zkipster event check-in app is hard to beat. It’s easy for check-in staff to understand and use, even with no previous zkipster experience. 

By issuing guests with QR codes via zkipster 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.

One World Rental supplies state-of-the-art equipment, software and WiFi for any event environment. zkipster has partnered with One World Rental to curate a selection of combined software and hardware packages designed to make your event a success, and available in more than 50 countries. Find out more here.

17. Manage event day operations

Make sure you and your team are mentally and physically prepared for event day: it will likely be demanding, as well as extremely rewarding! Refer to your event run sheet and call sheet to execute your event exactly as planned. Of course last-minute problems may come up, but by following this event planning checklist and preparing thoroughly you’ll be in the best position to deal with them quickly and efficiently.

Event planning checklist: event follow up

18. How to leave your guests with positive memories of your event

Send a post-event communication to your guests to thank them for coming. Include event highlights, whether it’s the amount raised for charity, images captured by the photographer, 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 as well.

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 to your social media channels to create buzz. Use a specific hashtag for your event so guests can share their own content and the reach of the event can easily be tracked.

19. Evaluate the success of your event

Carry out a detailed post-event debrief with the event team and key stakeholders, identifying successes as well as any areas for improvements. Follow up with event vendors and suppliers to help maintain positive working relationships.

Use an event reporting tool like zkipster to help you understand if your event achieved the goals you set for it. Quickly create reports to see how many guests checked in, how many were no-shows and how many were added at the event; what time guests checked in and to which event session, and more. This event data will be invaluable for presenting to stakeholders - and planning for future events!

So, there you have it - your essential event 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 your planning - we hope your event is a great success!

Header image: La Prairie Dinner at The Cloud Club at Jolie, NYC. Photo by Brendon Cook / BFA.com ⓒ BFA 2023