Event Planning Checklist;
Don't Plan Your Event Without It!

An Event Planning Checklist is one of the most fundamental tools for any meeting and event planner. Even planners who have been in the business for years often use checklists. There are just too many variables, too many details, too many things to remember to risk missing something important.

I have recently completed a Checklist, a simple outline of "To Do's" categorized in chronological order.

Here is a brief example of some of the items on the Checklist:

• Twelve Months Out:
  • Research venues and/or hotels
  • Create line-item, detailed preliminary budget
  • Research and book entertainment or keynote speakers

• Nine Months Out:
  • Research what kind of permits you'll need for your event (parking permits, alcohol permits, etc)
  • Determine what Certificates of Insurance you might need and begin the process

• Six Months Out:
  • Coordinate meeting between venue, audio visual company, production company, decor company, catering, and any other necessary vendors
  • Determine on-site staff and/or volunteer needs

• Three Months Out:
  • Create website for registration
  • Determine needs from parking attendants, local police for traffic control, or security requirements and outsource accordingly
  • Finalize proofs for tickets, brochures, posters, banners, etc.

  ....and so on and so on.

Of course, this is just a small sampling of each list; most monthly "to do's" take up an entire page.

But this Event Planning Checklist is actually two Checklists in one. In addition to my own personal Event Planning Checklist, you also get my Conference Planning Checklist. Many of the line items overlap; and so I combined them into one handy report. The line items are color coded to help you determine whether that specific task applies to events, conferences and meetings, or both!

Of course, since every event is different, it is impossible to list out every specific task that you need to do for your event.

However, this Event Planning Checklist does list the basic tasks that apply to most events; and I even provide blank lines for you to fill in your specific "to do's" as they relate to your event.

For the cost of a few fancy coffees or a fast food lunch, you can have a guide to help you through any event.

This Event Planning Checklist can literally mean the difference between forgetting something really important (resulting in disaster) or creating a smooth, perfect event!