Planning and organizing an event takes time, patience, and a whole lot of nerves. Without a thorough plan and detailed checklist, everything might end up counterproductive. It’s not smart nor safe to rely on merely brainstorming and undocumented ideas as the event day could end up chaotic and a total disaster. When you create thorough guidelines and tailor a meticulous checklist or a roadmap, you can rest assured that your event will be successful. Bear in mind that no events are the same, but here is a customized event planning checklist that will provide essential info to the team and let you execute a stunning event.
Tailor a clear event management template
To keep you on the target, you need to have all the essential information out in the open. If you don’t have a clear event management template, you won’t remember all the things that need to be done. Start by creating a Google Docs or Google sheets template or use management apps like Asana and start writing all you need for the event. Add the budget, technical, media, food, security, and other vital columns. Later add the small categories such as sponsored funding, entertainment, marketing, etc. This will help you stay on the right track.
Determine key event points
To create a customized event planning checklist that will keep you on target and provide essential information for your team, you first need to establish all the vital elements. Firstly, determine the date and time and flexibility of the attendees’ schedules, find a suitable location, and make sure that the venue is eligible for the type of event. Once you establish the type of event (conference, fundraising, business gathering, party, etc.), do your best to communicate all the requirements and objectives for that specific type of event. If you wish to execute an amazing event, you might need the help of an experienced event service who will provide all the professional assistance you need. If you need end-to-end expert event planning solutions, you could hire Veritas Events services, and rest assured everything would be done top-notch.
Establish an event budget
Event expenses might vary on the type of event, but creating a steady event budget is still one of the top priorities. You could use a Microsoft Excel spreadsheet to keep track of everything. Build an event budget related to all expenditures. Get all the quotes for a clearer idea, negotiate discounts with vendors, see whether you need to give a deposit, and try to pull out the best deals to save on the overall expenses. You must take all the things into consideration:
- event venue and rentals
- guests’ accommodation
- commuting
- vendors and discounts
- catering and beverage services
- entertainment options
- technical support
- décor
Budgeting is one of the main points in creating a customized event planning checklist, so have a living document where you could keep track of everything and revisit all the aspects of the event planning until everything is perfect.
Focus on event design
After you have figured out all the immediate and pivotal aspects of event planning, you should dwell on other event components that can impact the guests. Some of the broad elements are event design and content. Incorporate versatile elements into your event checklist so that your work stands out. On your checklist for event planning, you should include the following event design aspects:
- Program: With an eligible program you can set the story and goal of the event. A customized event checklist will help you layout your ideas, map out the program timeline, set specific objectives, and help you plan an unforgettable content schedule.
- Layout: The aim should be to use the space to the fullest. Consider the seating arrangements, and tables, have a seating chart, focus on electronic equipment, etc. Provide the ideal guest experience by carefully utilizing the venue and place.
- Content: Finalize the content of the event to have a clear picture of what pre-requisites you might need. Refer back to your checklist and see the event’s objective to see what type of content you need and format the entire program design accordingly.
- Theme: When choosing an event theme, aim to connect all the elements of the event. Layering an even message is the essential purpose, so before you create a buzz and make any event memorable, connect all the event components to set the appropriate tone.
Plan out the décor
Amongst many important features of creating a customized event planning checklist, planning out the perfect décor is definitely the most paramount thing. Event décor is the first thing attendees would notice upon entering the venue. The guest must experience the event through their five senses, so aim to get dazzling florals, gorgeous tablecloths, and place numerous accent pieces. The light should fit the ambient, not too bright nor dim. The music must be set according to the type of event, but not to load, only if there are presenters or speakers. Food can either make or break the event, so it’s of utmost importance to have it delicious and exquisitely outlined. Once you plan out the décor and food immaculately, then hire the right vendor, source supplies, and set up all the other things.
Map out a marketing plan
After handling the main things, you should put a marketing plan on your checklist. Event marketing guarantees that attendees and guests would get anticipated and are eager to attend the event. Post about the event on social media, print flyers, have paid advertisements, send out event emails, and have customized logos and branding. With an event planning checklist, you would have a clear insight on how to delegate your event marketing and ensure everything is running smoothly.
Have a post-event analysis
In the end, you should sit down with your team and, firstly, congratulate yourselves on a job well done, and later talk about all the advantages and disadvantages of the event planning. Note down all the things that went positively, and see what you can do differently about the things that went badly. Analyze your needs, and have a list of information and various post-event analysis criteria so you would know what to do or alter in future event planning.
To create a successful customized event planning checklist you need to be detailed, keep everything on track, and utterly diligent. Only with a careful insight of the above-mentioned steps, will you be able to execute an event flawlessly.
