The Event Planning Checklist You’ve Been Searching For

By August 6, 2019 February 24th, 2020 Event Management, Event Planning
Event Planning Checklist
Reading Time: 2 minutes

An event presenter’s job is one of the most stressful jobs there is. From ideating the event, making arrangements for every aspect of the event, dealing with non-cooperative vendors to making sure your attendees leave the venue happy, event planning sure is an overwhelming task, each time. 

Fortunately, using Yapsody, you can manage your tasks like selling your tickets, promoting your event using MailChimp & social media, checking real-time stats a lot more efficiently.

Here’s our event planning checklist with timelines you should use to make sure you’re on the right track. 

6 Months to the Event

  1. Figure What You Want To Achieve From This Event
    • What are your goals from this event? [Hints: promote your brand, raise funds for your non-profit, entertain your local community]
    • Who are you targeting? [Hints: Define your demographic and the number of people]
    • How much profit do you want to make?
  1. Create A Rough Budget
    • Define the ideal amount you’re willing to shell out for the event
  1. Define Your Stakeholders
    • Venue
    • Performer/Speaker
    • Lineups
    • Photographers
    • Food & Drink Providers
    • Sound & Lighting Providers
  1.   Make Decisions
  1. Get Into the Deets

3 Months to the Event

  1. Finalize the Little Things
    • Follow up with vendors to ensure smooth operation
    • Make food & beverage orders
    • Arrange for lineups & sub-headliners
    • Get performer details [Hints: Artist image, bio]
    • Create a marketing strategy for your event [Hints: Tone of messaging, channels for promotion]
    • Create a promotional video
  1. Get Started with Ticket Sales

2 Months to the Event

  1. Send Reminders to All Stakeholders
  2. One Final Review
    • Check event sales stats and make changes to marketing strategy
    • Go for a food-tasting
    • Review and make arrangements for security

1 Month to the Event

  1. Get People Talking
  1. Create Event Schedule
    • Create a detailed time-based schedule
    • Forward event schedule to all event stakeholders

1 Week to the Event

  1. Perfecting D-Day
    • Approve all performer scripts/speeches
    • Confirm timings with stakeholders
    • Update stakeholders with final ticket sales numbers

Day of the Event

  1. Keep Calm. Your Event Is Here.
    • Ensure all checkboxes have been ticked
    • Scan attendee tickets for entry into the venue
    • Let the party begin.

This event checklist will serve as a handy guide to organize your next event with ease! Simply print this checklist or create your own customized version with event specifications.  Now that you have a plan in place, go on, create your event on Yapsody and make use of the crazy holiday season offers we have in store for you!

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Event Management, Event Planning

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