In the world of event planning, organization is king. And what better tool to help you stay on top of things than a comprehensive event planning template?
Lucky for you, we're offering ours absolutely free! Dive into a more streamlined planning process, and make your next event a resounding success.
Cover every crucial aspect, from setting your sights on tangible goals to pinning down the perfect date, venue and speakers.
Ready to dive in? Kick-off your adventure by launching the Tasks mini-app. Explore checklist items at different timestamps; from T-6 months, T-3 months T-1 day and post-event priorities.
As you complete each task, simply move it to the Done list, marking your progress as you march towards an unforgettable event!
Read along to learn more about activities and priorities within our event planning resource!
Free Event Planning Template: T-6 Months
After its inception, it is common to start planning your event 6 months in advance. Different activities on the event planner checklist at this stage include:
- Establish your event goals and objectives: Define clear and measurable goals and objectives for your event. Think of raising a certain amount of funds, attracting a specific number of attendees, or gaining brand publicity.
- Pick an event venue: Select a venue that aligns with your theme, size, and budget. Consider factors like location, capacity, availability, cost, and the services and amenities provided.
- Select the date: Choose a date that fits your target audience, doesn't clash with public holidays/significant industry events, and allows sufficient time for planning and promotion.
- Develop an event master plan: Detail every aspect of the event, including venue, logistics, speakers, entertainment, catering, sponsors, attendee engagement, publicity, etc.
- Budget and cost estimation: Estimate the costs and develop a comprehensive budget. Don't forget to factor in potential unforeseen costs.
- Recruit your event committee: Identify and recruit a team of people with the necessary skills and experience to help plan and manage the event. Typical roles in the event team include: event manager, logistics coordinator, publicity manager, volunteer coordinator, etc.
- Event branding: Develop a strong and consistent brand for your event. Come up with a catchy event name, a compelling tagline, a unique logo, a consistent color scheme and design elements…
- Develop publicity plan: Plan how you'll promote your event to reach your target audience. Work on a mix of email marketing, social media, PR, content marketing, advertising, and more.
- Identify and reach out to speakers: Identify potential speakers who would be a good fit for your event, and start reaching out to them. Provide them with information about the event, why you think they would be a good fit, and what you're asking of them.
- Finance and Administration: Set up systems to manage the financial and administrative aspects of your event. This could include ticket sales, invoicing, payments, tracking expenses, contracts, permits, insurance, and more.
Checklist For Event Planning Template: T-3 Months
When you're three months away from your event, it's time to solidify your plans and ramp up your publicity efforts. Here are the key steps to focus on for easy event planning:
- Lock in speakers, panels, and activities: By now, you should have a clear idea of who your speakers will be. Confirm their participation, finalize their talk topics, and schedule their sessions.
- Logistics planning: Planning event logistics covers a wide range of tasks: venue Layout, transportation and accommodation, equipment, security and safety…
- Publicity/marketing work: Three months out is a key time for publicity and marketing: ticket Sales, email marketing, social media, public relations, content marketing…
Event Planner Organizer: T-1 Month Checklist
With one month to go until your event, it’s time to finalize details, ensure everything is on track, and give the marketing efforts a final push. Our checklist for event planning template includes the following tasks to complete 1 month before the date of your event:
- Send reminders: Remind your attendees about the upcoming event. This could be in the form of emails, text messages, or social media updates. Include important details like the date, time, location, and what they can look forward to at the event.
- Reach out to speakers: Confirm the final details with your speakers: talk times, any equipment or technical requirements they have, and logistical details like travel and accommodation.
- Close Up Sponsorships: Finalize all details with your sponsors: the placement of their logos on your marketing materials, the inclusion of their promotional items in attendee goodie bags…
- Advertising: In the final month, it's time to really ramp up your advertising efforts. Start publishing more paid ads, promotions, content marketing, public relations and socials.
The Final Steps In The Easy Event Planning Process: T-1 Week
In the final week leading up to your event, there are several tasks you should focus on to ensure everything runs smoothly. Our event planner organizer focuses on the following:
- Final committee meeting: Hold a final meeting with your event committee to resolve any questions and align on all details. Review the event master plan, confirm responsibilities, and address any last-minute issues.
- Finalize event scripts: Confirm that all scripts for the event are finalized: speeches, introductions, transitions, and any other scripted parts of the event.
- Briefing hosts, greeters, and volunteers: Hold a briefing session for all hosts, greeters, volunteers, and other staff. Provide an in-depth description on their roles, the layout of the venue, the event schedule, and any important procedures (like security or emergency evacuation).
- Final registration check: Do a final check of your registration list. Make sure all attendees are correctly registered and have the information they need for the event.
So Close! Checklist For Event Planning Template T-1 Day Activities
The day before your event is all about final preparations and ensuring everything is ready to go. Here are the key tasks in the free event planning template:
- Confirm media attendance: Reach out to any media personnel who have agreed to cover your event to confirm their attendance. Share necessary information such as the event's schedule, venue details, parking information, and who to contact upon arrival.
- Get all promotional items: Bring all promotional items on-site: event programs, attendee badges, goodie bags, branded merchandise, sponsor materials, etc.
- Signage and branding materials: Check that all signage and branding materials are correctly placed within the venue: banners, posters, digital signage, tablecloths, etc.
- Registration and Media Tables: Set up your registration and media tables.
- For the registration table, Have a system in place for checking in attendees, distributing promotional items, and providing information.
- For the media table, set up a space for media personnel to work and access to any necessary resources like press kits or Wi-Fi.
Event day! T-0 Event Planning Resource Checklist
The day of the event is when all your planning and preparation comes into play. Here are some key tasks and considerations for the day:
- Ensure all AV equipment is working properly: Before the event begins, double-check all audio-visual equipment: microphones, speakers, projectors, screens, and any other necessary equipment.
- Event day self-care: Event day can be stressful, so it's important to take care of yourself. We’ve added a bunch of tips and resources in the free event planning template focused on this!
- Assist speakers, sponsors, and other teams: Help speakers, sponsors, and all teams involved in the event have everything they need
- Speakers: Share all necessary information and resources, assist them in getting to the stage on time, and ensure their presentations run smoothly.
- Sponsors: Control whether branding is properly displayed, and they're satisfied with their involvement in the event.
- Teams: Check in regularly with your teams (like the registration team, AV team, or catering team) to make sure that everything is running smoothly.
Post-Event Checklist Items: Activities To Consider After Your Event
Once your event is over, there are several key tasks to undertake to wrap things up properly, gather feedback, and leverage the event for future success.
Here are the key checklist items the free event planning template focuses on:
- Wrap up with the venue: Leave the venue in the condition agreed upon in your contract. This task could involve cleaning, removing decorations, returning any borrowed equipment, etc. Also, settle any remaining payments or paperwork with the venue.
- Post-event thank-you: It's important to thank all the people who made the event possible:
- Attendees: Send out a thank-you email or message to all attendees thanking them for their participation.
- Speakers, sponsors, and partners: Personalize thank-you notes to your speakers, sponsors, and partners, expressing your appreciation for their contribution to the event.
- Volunteers and staff: Don't forget to thank your volunteers and staff for their hard work.
- Post-event publicity: Continue to generate publicity even after the event is over: social media, press releases, website & blog…
- Analytics and feedback: Gathering and analyzing data from the event is crucial for understanding its success and identifying areas for improvement.
Get Started Today: Free Event Planning Template
You've got the vision, we've got the tools. Our Free Event Planning Template is designed to help you bring your event to life. We have charted out all the key stages of the planning process to ensure nothing slips through the cracks.
Copy the event planning template for free and streamline the event process today!