Planning an event takes time, organization, and attention to detail. From picking a venue to choosing a theme and running the day of logistics, it’s a lot to remember. Creating a checklist will help you to stay on track and organized. Here at Navarra Venues, we’ve compiled a helpful checklist to get you started. We’ve also made a list of the most commonly missed details. Keep reading to find out how to pull off the perfectly planned event.
The first steps in your event planning checklist
No two events are the same. So, each one will have a slightly different checklist. We’ve compiled the basics for you which you can customise to suit your particular event.
Lay down your goal and objectives
Events take time, the sooner you can begin planning the better. The first thing to do is to establish the goal of your event. It might be to inform people on a certain topic, to create networking or to celebrate an occasion. Next, you need to figure out your objectives. Here are some questions to help you ascertain exactly what these are.
- What is the purpose of your event?
- How many people will be attending? Will there be an online streaming option for guests who cannot attend?
- Do you need to make a profit or raise money?
- How much will tickets be?
- Where will your event take place?
Answering these questions should help you get a clear idea of your event. The next step in planning will be easier once this is established.
Set up funding
A budget is an essential part of any event. It helps you to create a successful event by giving you a firm grasp of exactly how much you can spend on each item. This avoids any financial issues from arising, it always helps you to stay on track. But where does the money for the budget come from? It may be from your client, financial backers or event sponsors.
Having sponsors is great, it increases your budget with minimal effort on your part. The sponsors will usually require a bit of advertising in exchange for the donation. This may be a media wall, banners or products in goodie bags.
Pick a date
Choose a date as soon as possible, this will help you to lock in a venue. You should never send out invitations before confirming your venue. You should also pick a backup date in case your desired venue isn’t available on your initial date.
Location, venue and vendors
Where would you like to have your event? Perhaps the CBD, the countryside or by the coast. Consider size, transport and utilities when deciding this. Once you’ve chosen your location, you can search for venues in that area. Venues often provide packages that include food, staff and seating. It is up to you whether you take this deal or find your own vendors. Even with an inclusions package, you will probably still need to select a few vendors for any extras.
Choose your event theme
This is a fun part, deciding on the theme. This may be something you already considered when you laid down your objectives. It may have been requested by the client or it’s up to your creativity. The venue can play a role in what theme you choose. A 1920’s inner-city bar may have you considering a Great Gatsby theme. A rural location may have been chosen because you’re planning a health retreat. There are so many options.
Commonly missed details
Now that we’ve covered your basic event planning checklist let’s discuss some details that are commonly missed.
- Speakers: one of the most important aspects of an event is audio. Whether it’s for music, speeches or both you must remember to organise speakers. Luckily most venues will have audio options, but don’t forget to ask and also test them out before the day.
- Wi-Fi: internet access has become standard for all events. Make sure you check the Wi-Fi stability and bandwidth when choosing a venue.
- Venue details: it is important to check with your venue for any other utilities or features you require. Create a list that is specific to your event and bring it along when checking out venues.
- Create an emergency kit: this may sound a little drastic, but you’d be surprised at how often little things can spiral out of control. It could be that nobody brought scissors. So, create a kit with all the basics: pen, paper, scissors, tape, clips, contact numbers, first aid kit etc.
- Thank you letters: receiving a thank you letter is a lovely extra touch that goes a long way. Prepare notes to send to your speakers, sponsors and attendees after the event.