It’s easy to forget important steps when event planning. You’re managing so many details leading up to the event, that it’s only natural to lose some things in the shuffle.
Having a checklist of tasks to go through before your event can be helpful in de-stressing as well as making sure that you’ve dotted your i’s and crossed your t’s.
Whether you’re hosting a community happy hour, a gala or a networking event, here’s an event planning checklist to ensure that everything runs smoothly:
In this article you’ll learn…
Confirm with your venue
No matter where you’re hosting, confirming the venue several days before the event is crucial. You’ll be able to give the venue a final number on how many people are coming and confirm the details originally planned – and if anything has changed, it gives you enough time to come up with a plan B.
Finalize your guest list
While it may seem simple, if you’re organizing an event where members of your team have been allowed to send out invites, make sure that you have a firm list of who is coming, who has not RSVP’d yet and who is not attending. This will allow you to see if you have any spots left for last-minute invites and get a final number for your venue.
Check your supplies
If you’re hosting something as simple as a happy hour, you’ll need to make sure you’re fully stocked on everything you’re giving out or providing to guests. Do you have enough alcohol for the number of guests? Do you have enough gift bags for everyone? Double and triple check your numbers and ask someone to double check your work – two sets of eyes are always better than one.
Have a crisis management list
You don’t want anything to go wrong, but you’ll need to be prepared in case something happens. Having a list with numbers to call in case of emergency and where certain items are, like a First Aid kit, will help calm some of your nerves when it comes to prep.
Send a reminder day of
Even those who have RSVP’d yes to the event might have accidentally forgotten about your event for one reason or another. Sending a reminder email to all your guests on the day of with important information such as location, time and a number to call if they get lost, will help ensure that everyone is set to make the party!
Prep your team before the event
Everyone on your team should know who is coming, what to say, what not to say and some best practices to follow. Even if you don’t think that your team needs it, it’s always safer to go over things such as respectful conduct and how you should pitch your company or product when it comes up in discussion.
Give yourself ample time to set up
It’s always better to finish early and have some extra time to double check things than to be rushing to finish setting up as your guests arrive. Give yourself more time than you think you’ll need to set up – you never know what might pop up and need your full attention.
Take a break to get yourself ready
It can be easy to forget about yourself when you’re planning an event for others, but make sure to take a few moments, to breathe, and enjoy yourself. After all, this is an occasion to celebrate!
Follow up with your guests
Send your guests a thank you email a few days after the event or even send a survey to see how well-received it was. If you’re setting up a photobooth, send your guests their photos after. And make sure to tell your guests to tag your company in social media from the event.
There will always be more to think about when planning an event, so this is just a list to get you started with things! Enjoy it! 😉