Using a Checklist to Guide Your Event Planning

Seeing an event you planned unfold successfully can be truly satisfying. But it’s no secret the planning process can prove stressful. To avoid headaches along the way, use an event planning checklist to help guide you. Here’s a list of 10 essentials.

1. Whether it’s to raise money, honor individuals or organizations, or just throw an awesome party, be clear about the purpose and build your event around that goal.
2. Be realistic. This will guide everything you do.
3. Be creative, but be sure to choose a theme that will resonate with your intended audience and fit your goal and budget.
4. Factor in competing events and holidays, and consider your audience’s availability – daytime or nighttime, weekdays, or weekends.
5. In addition to your anticipated number of guests, you’ll need to consider logistics. Will you need Wi-Fi, a stage, a dance floor? Does your venue provide on-site catering, or will you need to hire an outside food provider? Also, take into account the venue’s parking capacity and whether it’s conveniently located for your target audience.
6. What kind of entertainment will resonate with your audience and suit your event? Look into live bands, DJs, or other forms of entertainment. Check with your venue or ask your network for recommendations.
7. Compile a list of vendors you might need, such as florists, event photographers, and outside caterers. This is crucial to any event planning checklist.
8. Agenda & Script. Draft an agenda to ensure your event has a smooth flow and things happen in a timely manner. If you plan to have an emcee, you’ll need to create a script to guide them. If you have event sponsors and volunteers, you’ll want to be sure to mention them in your script. This is your opportunity to make your supporters and guests feel included and appreciated.
9. How will you invite your audience? If your event is private, you’ll likely need printed invitations. If it’s a ticketed event, you can reach your audience through mailed letters, sites like Eventbrite or Brown Paper Tickets, a Facebook event page, or paid advertising.
10. Social media is one of the easiest and most cost-efficient ways to promote your event. It’s a good idea to create an event hashtag so you can track posts about the event and see photos across social media platforms. If your event has a newsworthy angle – for example, if you’re honoring a prominent individual or raising money for a great cause – you might want to consider contacting local media outlets about news coverage.

If you really want to take your event to the next level, Event Rentals by Hicks can help you realize your vision. Learn more about our full-service event planning and our talented, experienced staff of specialists and event coordinators.