The ultimate event planning checklist

29/11/19

Goal

Obviously, before you start planning any event you need a goal. It could be a conference, charity event or workshop. Decide what you want to achieve with this event and how this is going to happen.

Budget

Put together a comprehensive budget which shows how much you have to spend and roughly how much you want to contribute towards each aspect. If you have any sponsors, ensure you have established these in plenty of time so you can include sponsorships whilst in the planning stage. Some sponsors will have conditions which you must follow so it’s better to have these known from the offset, for example logos on promotional materials or a display.

Date

Set a date plenty of time in advance so you can get the guests invites or tickets out. The more time people have to organise themselves, the better the turnout you will receive. Consider carefully when in the year you’d like to have your event. For example, anywhere around the Christmas period won’t be a good idea as people tend to be booked up. Small details of an event really make or break it so be mindful when planning them.

Venue

A flexible venue with modern amenities is important for a successful event. It’s always a good idea to visit the venue before booking anything to get a feel for the place. This also means you can speak to staff and ensure they will be friendly and helpful. Having a good team behind you for an event is vital. At Milton Hill House, we have 20 modern event spaces for you to hold your event and our planners have years of experience so can help you plan for success. Please don’t hesitate to contact us for more information.

Theme

If your event has a theme, you need to plan out the decor and layout of the room. For a workshop, you might need a U-shaped layout so everyone can see the speaker. Consider providing notepads, pens, and remember that delegates will want refreshments throughout the day. If your budget extends, a buffet at lunchtime is a nice touch and will fuel guests for the rest of the event.

Finalise

Keep track of your planning using a spreadsheet. A collaborative one is perfect so team members can see live updates of what’s been done. Make sure everything is finalised with time to spare for any changes. Having a “plan B” is always a good idea in case any aspects fall through.

Reminders

Send out reminders to guests via email or text, to maximise turnout. This is particularly important if invites went out early. Reminders also provide a certain amount of hype and excitement for your event, so guests are anticipating it.

Social media

Get people enthusiastic about your event by using social media to advertise. If there are surprise special guest speakers, tease about these on your socials to excite your delegates and get them thinking. Follow up for your event is almost as important as the planning stage. Create a hashtag and encourage delegates to use it so everyone can see what happened. If this is an annual thing, it means users can view all the photos of a particular event, in one place. Ask people to provide feedback after the event so you can make improvements for your next one.