Are you new to planning events, and want a little help?
Or are you just hoping to find an easy process for your team to follow while planning an event?
The following is a generic Event Checklist that will help you get started in identifying all of the details you’ll need to consider as well as an indication of the timelines involved with your event planning process.
The First Steps in Your Event Checklist: 4-6 Months Ahead of Event
The further in advance you can start planning, the better — but I’ve noticed that most organizations we work with start planning their big events like galas and fundraisers about 6 months in advance. Here’s what you need to do to get started.
Establish your event goals and objectives: Did you want to raise money or awareness? How many attendees are you hoping to get? Establishing it upfront will make it easier to gauge the success of your event.
Select the date: And make sure it doesn’t conflict with any other events taking place in your area, or any major holidays.
Identify venue and negotiate details: What kind of insurance does the venue require? Can you serve alcohol? Determine the requirements before committing.
Develop an event master plan: Ironing out every detail will help ensure you don’t miss a thing.
Get cost estimates. Some costs you might need to consider are:
- Room rental
- Food and beverages
- Equipment
- Speaker fees
- Travel for staff
- Insurance
Create an event budget: Based on the costs above, you’ll be able to determine how much your event will cost — and if you’ll need to reduce any of them!
Recruit an event committee: This includes selecting an event manager or chair, and establishing sub-committee chairs.
Brand your event: Start building out an event website or pages on your website that describe the event.
Develop an event logo and tagline: Create and launch publicity plan. This includes ensuring staff and/or volunteers are identified to manage specific tasks – e.g., media relations, VIP coordination, printed material design & printing coordination, signage, online /social media, etc.
- Identify and confirm speakers/presenters/entertainers.
- Who will you need on hand during the event?
- Identify and contact sponsors/partners.
Determine if you need event registration software to make the process easier. There are a variety of different software tools that can help streamline the event process.
- Determine if you need other event management software.
- Release early-bird tickets.
- Ensure registration forms are accessible and allow space for preferred pronouns and preferred names.