Event Planning Checklist: What to Do Before, During and After

Every successful event looks easy from the outside, but behind it is a good plan. A checklist keeps you calm, helps your team work together and stops important details from being forgotten. Use this timeline as a starting point and adjust it to the size of your event.

Two to three months before

• Define your goal. Why are you holding this event, and how will you know it was a success?
• Set a budget. Include a buffer of around 10 to 15 percent for surprises.
• Pick a date. Check for clashes with holidays, exams, religious events or other big events in your area.
• Form a team. Give each person one clear area, such as programme, venue, publicity or finance.
• Choose a venue. Visit in person before you pay a deposit.

Six to eight weeks before

• Confirm speakers, performers or guests of honour in writing.
• Book key vendors such as caterers, sound, decoration and photography.
• Design your flyer and create a registration link or form.
• Announce the event and start promoting it.

Two to four weeks before

• Launch a DP campaign so guests can help promote the event.
• Follow up with people who have not yet registered.
• Prepare the programme or run order, with times for each part.
• Arrange signage, name tags, banners and printed materials.
• Check permits, security and emergency plans where needed.

One week before

• Confirm every vendor’s arrival time and the final number of guests.
• Send reminders to guests with location, parking and timing details.
• Brief your team and volunteers, and share one contact list.
• Test equipment such as microphones, projectors and music.
• Prepare a backup plan for power, weather and late speakers.

The day before

• Visit the venue to check the layout and setup.
• Charge phones and power banks, and pack a small emergency kit with tape, pens, extension cords and first aid supplies.
• Print copies of the run order for your team.

On the event day

• Arrive early, well before the first guest.
• Do a final walk-through of the venue, stage and entrance.
• Station friendly people at registration to welcome guests.
• Keep to the time schedule as closely as you can.
• Take photos and short videos for your next promotion.

After the event

• Thank guests, speakers, volunteers and vendors within two days.
• Share photos and highlights.
• Pay any outstanding balances promptly.
• Collect feedback with a short form, and note what worked and what did not.
• Write a simple report with numbers, costs and lessons for next time.

Keep it simple

Do not try to do everything yourself. Delegate, write things down and check in with your team often. A calm organiser makes guests feel the event is in good hands.

Frequently asked questions

How early should I start planning?

For a small event, four to six weeks can be enough. For larger events with speakers, venues and sponsors, start at least two to three months ahead.

What is the most common planning mistake?

Not writing things down. When tasks, deadlines and contacts live only in someone’s head, details get missed. A shared checklist and a single contact list prevent most problems.

How many helpers do I need on the day?

It depends on the event, but as a rule of thumb you need people for registration, guest welcome, programme coordination, technical support and general help. Assign each one a clear area and a phone number.