Checklist for Event Planners
When you are planning an event, the amount of work that needs to be done is sometimes overwhelming. We are offering you a checklist to help your job easier. Unless you hire an event planner to do the planning for you, you need to pay close attention to the following points.
- Understand the purpose of the event: target audience, objectives, and goals.
- Make a guests list. Check it to find out if there are any special needs you’ll need to cater to.
- Set date and time: make sure all invited guests can make it. Otherwise, make changes.
- Set a budget. Try to accommodate for unexpected expenses. Consider outside funding resources.
- Find a venue. Make sure that:
- It can accommodate the number of guests
- It has enough room for the entertainment you are planning to hire
- Are there parking restrictions? Is parking available at all?
- Is the venue accessible for disabled guests?
- Does it have security issues?
- If you are planning an event outdoors, can the venue accommodate your guests in an event of rain?
- Always have a backup plan in case the venue you chose has some unexpected problems.
- Find entertainment
- Make sure you can book the artists/speakers as far in advance as possible
- Ask for special preferences in order to have all the matters settled as early as possible.
- Have a backup plan in case there is a force majeure and the hired entertainment fails to show.
- Send invitations
- Make sure that the invitations are received and replied to, so you can update your guest list.
- Send invitations as early as possible.
- Hire caterers
- Unless the event is at a restaurant, you need to take care of the refreshments
- Don’t forget to consider the special guests’ needs
- Arrange decorations
- Coordinate decorations with the venue owners
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