#Event checklist template series#
#Event checklist template download#

Will you have multiple content tracks running at the same time or one main keynote followed by a series of workshops?Ĭonsider how the content will be presented, how the rooms will be laid out, how attendees will move between sessions and what technology you’ll need so that your attendees can engage with the speakers on stage. Learn more: Accessibility in Events: Tips and Best Practices (+ Checklist) Event logistics checklistĭefine the structure of your event and how the agenda may work.

And keep accessibility in mind when you're planning the onsite experience, as well as registration, virtual elements and post-event feedback. So, invest the time and effort to find out what attendees may need from you or your chosen venue. With over a billion people, or 16% of the world’s population, experiencing some form of disability, making your events more accessible and inclusive is both a moral and legal obligation. Similarly, inclusion means making everyone feel welcome in a diverse setting that supports equity for all those involved. Learn more: 8 Ways to Level Up Your Venue Sourcing Strategy in 2023 Accessibility, diversity and inclusionĬreating an accessible event means designing it to be open to anyone regardless of their physical challenges or hidden disabilities. From the first interaction to your initial site visit, you should be partnering with a venue that is fair and easy to communicate with, making negotiation and planning an easy process. Set your goals, budgets and contract terms upfront. You can filter and customise venue searches by location, total meeting space, safety information, outdoor meeting space, bedrooms, venue type, and more. You can compare venue quotes along with their availability and considerations such as accessibility and sustainability policies.

Venue sourcing tools, like the Cvent Supplier Network, help to standardise and automate the sourcing process. Searching for venues, sending out RFPs and compiling shortlists can be time-consuming.īut you can use technology to speed up the process. Whereas for larger conferences with thousands of delegates, your event timeline could run for up to a year, with multiple planning phases and deadlines.īy creating an accurate timeline of every stage and step of planning, you can ensure that suppliers are onboarded, and venues are secured well in advance whilst also keeping on track with the budget.Ĭreate a timeline that includes regular meetings to provide updates – this will provide transparency to senior leadership on the planning process so that everyone is aware of what needs to happen and when. The amount of time you’ll need to plan and execute events will depend on the type and size of the event.įor a small event, your timeline may only need to be a couple of months. Learn more: The Ultimate Event Budgeting Guide for 2023 Create a timeline So, reach out to suppliers early for quotes. To finalise your budget, you’ll also need a comprehensive list of all cost items in the event lifecycle. However, you’ll need to ensure that inflation, supply-chain price increases and any new factors, such as digital add-ons and sustainability requirements, are taken into consideration. If you have held this event before, you can use your previous event budget to set a baseline. This will help to determine the topics, content, speakers, and promotional channels you’ll need. Once you’re clear on your event’s goals, identify your target audience. What are your short-term and long-term objectives?ĭoes the event need to communicate a particular message, drive new sales leads, reward and motivate employees, or something else? To start, it’s crucial to identify your event’s goals.

#Event checklist template download#

Since no two events are the same, and to help you stay focused on your goals, budget, sustainability, suppliers, set-up and execution, you can download this free step-by-step event planning checklist below: Consider what’s relevant to your event and where each task fits within your timeline. We’ll now delve into some of the tasks that make up many of these factors in more detail. To help you get started, here are ten essential elements to include in your event planning checklist: There are many things to consider when planning an event. Tips for creating your event planning checklist Organise your events with this event planning checklist.Event marketing and promotion checklist.Tips for creating your event planning checklist.