The CLE Event-Planning Checklist: From theme brainstorming to post-event surveys!
Event management and planning can be overwhelming and daunting. Success, as it is often quoted, is in the details! Keeping an eye on all the aspects leading up to, during, and after an event, is the real trick to ensuring a successful outcome. Having a comprehensive checklist can keep you on track for success.
We researched some of the industry’s best event planners and came up with The CLE Event-Planning Checklist! Feel free to download and use this checklist every time you plan a new event!
“Before everything else, getting ready is the secret of success.” – Henry Ford ( Ford Motors, Founder)
Important Starts in Event Planning
As you begin the very first stages of planning your event, focus on your targeted attendee and the event features that will encourage them to register. A good plan goes beyond some of the more apparent details like theme, topics, and speakers. It can also include ease of venue location, time of year, and even the flavor of local culture!
Remember, it’s about creating excitement and engagement, so spend some time in those early stages getting your goals dialed in!
Recurring Event? It always bears repeating – if your event is recurring from year to year, be sure to dig out all your research and survey information from the prior events. Avoid headaches, by reviewing comments and concerns from the previous event and eliminating as many pain-points for your attendees as possible this year!
The Initial Planning Stage
Establish Goals and Brainstorm Event Theme
Determine Optimal Date
Avoid similar industry events on the same day/week
Lock in the event date
Identify Venues, Research Pricing, Visit Potential Locations
Review contract requirements
Confirm accommodations for people with disabilities
Create and Launch Publicity Plan & Brand Your Event
Identify and Confirm Speakers/Presenters/Entertainers
Set Your Sponsor Levels and Packages
Identify and contact sponsors/partners
Send sponsor proposals
Begin ongoing sponsor recruitment
Lock-In the Event Date
“I watch a lot of astronaut movies… Mostly Star Wars. And even Han and Chewie use a checklist.” – Jon Stewart (Television talk show host)
You’ve got the essentials figured out. Congratulations! Now it’s time to dig deep into the nitty-gritty of communicating with event venues, partners, speakers, and sponsors. It’s also the time for the foundational elements of event promotion and registration: your website and event page. Let’s not forget all those contracts, licenses, agreements, and logistics to keep it running smoothly and legally hassle-free!
Finalize Event Branding and Design (Theme, Logos, Colors, Etc.)
Finalize Speakers/Presenters/Entertainers
Get contracts signed
Finalize presentation/speech topics
Get bio information, photo
Travel & accommodation arrangements
Have speakers share/link the event with their social media networks
Lock-in Event Sponsors/Partners
Send sponsor contracts
Continue reaching out to more as needed
Financial/Administration
Set Registration- Finalize ticket prices (VIP, GA, etc.)
Select/setup online registration technology
Sponsor levels/amounts
Identify items to be underwritten and accounting tracking details
Create Event Website and Registration
Make sure the website infrastructure can handle the increased traffic
Make sure website is mobile-friendly
Venue Logistics Planning
Acquire any special permits, licenses, insurance, etc.
Review security needs and plans with the venue manager
Approve menu with the caterer
Coordinate A/V equipment
Determine event signage
Finalize attendee communication plan
Review parking and transportation requirements
Coordinate with Event Production Partner
Determine the design, staging, rigging, and labor of all A/V needs
Create a schedule for rehearsals and speaker preparation
Develop a Publicity Plan
Outline marketing and publicity schedule
Decide on any paid advertising (traditional and digital)
Request logos from sponsors, partners, speakers, and vendors
Develop and produce invitations, programs, posters, and tickets
Develop a media list and prepare a media kit
Create an event page on your website
Create a Facebook event page
Share event on all relevant social media channels:
Twitter
LinkedIn
Facebook
Instagram
YouTube
Implement digital marketing tools (email, blog and social media)
Develop video promos for YouTube and Facebook
Determine VIPs and create invitation & tracking document
“No wise pilot, no matter how great his talent and experience, fails to use his checklist.” – Charlie Munger (Vice Chairman of Berkshire Hathaway)
The excitement is growing, and you are quickly heading into the final stretch. Now is when it is crucial to make sure all your speakers, sponsors, partners, and suppliers are 100% onboard! You also need to keep the event promotion wheels turning to maximize your exposure, connect to your targeted audience and get those registration numbers heading skyward!
3 Characteristics of Great Conference Keynote and Session Speakers:
Relevance – Find speakers and panelists who’ll meet conference-goer’s needs and expectations.
Purpose – Look for people who can entertain or inspire your audience.
Influence – Seek people who have a robust presence on social media and a solid reputation.
Send Reminders To:
Attendees
Presenters/speakers
Sponsors and partners
Vendors
Event staff
Confirm Sponsorships, Speakers and Contracts
Regularly Check Registration Numbers
Remember to register speakers and guests – they will need meals, nametags, etc.
Publicity
Release press announcements about keynote speakers, celebrities, VIPs attending, etc. Post initial event news release on your website, social media, in email and paid advertisements and circulate to all partners and affiliated organizations
Confirm Transportation/Accommodation Needs
Event staff
Speakers
VIPs and special guests
Finalize Venue Logistics
Catering
Audio/Visual needs
Venue Wi-Fi capabilities, Login, and Passwords
Power, outlets and charging stations
Event production partner details
Photographer/videographer
Equipment rentals
Event decorations and signage
Finalize Event Material Printing
Programs/agenda
Seating charts
Menus
Name badges
Swag and promo merchandise
“No matter how expert you may be, well-designed checklists can improve outcomes.” – Steven Levitt, (American economist and co-author of the best-selling book Freakonomics)
The Final Week Before the Event
It’s the final countdown. This is where the days and nights start to bleed into each other, but the excitement and anticipation should keep you alert. Just in case, make friends with a local barista and keep a steady supply of java handy!
It’s in the final week that details will come at you from all sides and in a constant and hectic pace. Here is where all the hard work pre-planning and putting together an efficient team will pay off. Trust in your team, maintain a calm head, and rely on your checklist to keep you on track as you enter the home stretch.
Finalize Event Schedule & Scripts
Confirm schedule details with all event staff and partners
Get sign off on speech scripts
Write scripts for speaker introductions
Create holding presentation slides
Determine photo op and interview opportunities and coordinate details with interviewee and media
Confirm All Details with Event Team
Send volunteers and event staff reminder emails and any needed materials
Develop back-up plans for any situation
Brief any/all hosts, greeters, volunteers about their event duties and timelines
Ship all needed material to the venue
Pack swag/promo bags
Update/Send Final Registration Numbers
To the caterer
To the venue
Confirm Timings of All Your Vendors
Caterer
Event Production Partner
A/V equipment
Decorations
Speakers
Create and Print Name Tags
Coordinate Any Attendee Special Dietary Requirements
Create Digital and Hard Copies of All Your Important Documentation
Running order
Agenda/program
Contact sheet
Attendee list
Contracts
You have finally arrived! It’s been a long road, but you have planned, prodded, and prepared for this very moment. Here is a list of those last-minute things you can do to keep the show a success. Arrive early, or better yet, the day before and be sure to check these final items.
Arrive Early for A Venue Walk Through
Touch Base with Your Event Venue Point of Contact
Respond to Any Sponsor Onsite Questions or Problems
Set Up Any Banners and Your Media Wall
Check on Catering; Take Care of Attendee Dietary Requirements
Get Your Presentation Holding Slides Loaded and Tested
Conduct A/V Check with Your Event Production Partner
Put Up Any Event Signage to Direct Attendees
Set Up the Registration Table and Name Badges
Have Copies of All Instructions, Directions, Phone Numbers, Keys, Extra Parking Permits for VIP Guests, Seating Charts and Guest Lists with You
Check-In with Each Event Team Member to Ensure They Are on Track
With all of this in mind, it’s time to walk the show and run it like the superstar Event Planner you are.
Assist Speakers and Sponsors
Get Speakers to the Stage and Mic’d Up
Greet Guest and VIPs
Share Event Images, Quotes, And Interviews on Social Media
Guide and Answer Attendee Questions and Concerns
Remember to Eat, Hydrate, And Have Fun!
“Success is not final, failure is not fatal: it is the courage to continue that counts.” – Winston Churchill (British Prime Minister during WWII)
Take a slow, deep breath and give out a big sigh of relief – the event is over, and you’ve done a great job. Thanks to your hard work, planning, and a great checklist, everything went off without a serious hitch. But you still have a few things left to do before you can call it quits and start working on that next event.
Send Thank-You and Acknowledgement Letters
Attendees
Sponsors
Volunteers
Speakers/presenters
Media
Work with Event Production Partner and Videographer on Post-Production
Update Event Contacts
Financial Status: Gather All Receipts, Documentation, Final Registration Data and Update Budget
Conduct A Post-Event Survey
Learn what people enjoyed about your event, and where you have room to improve
Send event sponsors a separate survey giving feedback on their experiences
Compile data – analyze post-event survey results
Secure testimonials to share
Update Event Website
Change the event from “upcoming” to a “past event”
Upload event photos
Update web copy to past-tense
Add speaker presentations and videos
Team Post Analysis: Discuss/Document a Thorough Evaluation of What Worked / What Didn’t
Compile Data and Start the Pre-Planning for Next Year’s Event!
A special thank you to Eventbrite, Wild Apricot and G2 for providing excellent source material used for the creation of this blog.
