Successful events make an impact. The average large event, for example, is mentioned 1,400,000 times on social media before it’s over. Events like these spread information about your cause, business, or industry to people far beyond your immediate circle, which means it’s important to get every event just right.
If you’re finding it difficult to juggle all the tasks associated with planning a successful event, you’re not alone. Even the world’s most organized event planner struggles with the day-to-day logistics that makes an event possible. Don’t fret! Instead, stay on schedule with this handy 16-week event planning checklist.
Use the following as an event planning checklist template. This list will help you keep track of all the steps you need to follow from 16 weeks before the event to one week after.
To plan a successful event, we suggest organizing your planning in 6 steps:
The 16-week mark is when you’ll set the goals you want to achieve from the event and assemble a team to agree on a venue and date. At this point, you and your team can determine a budget and decide how to organize the event. For example, you can discuss what type of entertainment you might want, keynote speakers, and vendors.
This phase is where you’ll confirm all of your planning with contracts. At this point, you can secure all the necessary permits and insurance. And then, you start looking for sponsorships, branding, and promoting your event.
A month before the event is when you want to start working more closely with your staff, speakers, and vendors to determine their needs. This approach can be made quickly using an online survey.
At this point, all the planning is set. The only task left is to send out information packets and see to it media is set up for your presenters. You can use insights from your online surveys to distribute this information and keep them up to date with any sudden changes in the schedule.
Use online surveys and polls to get feedback in real time. These insights allow you to adjust your schedule to suit your attendees’ expectations better.
Take at least a week before following up with attendees to reinforce your goals and poll their overall experience. The post-event survey can also be a little longer than 5 questions.
Here’s a detailed checklist that you can refer to for even more information during the event-planning process:
Put your event on the fast track to success with our comprehensive event planning checklist. Remember that even as you check off the boxes on our event planning checklist, the best way to measure your progress is by using those goals you set for yourself back in step 1.
Now that you know how to plan an event checklist, you can also compose corporate event planning checklists through SurveyMonkey customization. Access an event planning checklist template today, or sign up to create your first survey. Unlock features to use for all of your events with one of our team plans.