Planning a big event? Use this template to organize all your pre-planning, research, day-of and post-event tasks. Great events start with a great plan.
Create Workspace Start a Redbooth workspace from this template
Event Planning
Brainstorming
- Define event goals
- Determine the audience
- Pick a name
- Discuss venues
- Propose possible dates
- Finalize date
- Reserve dates for key attendees
- Assign event responsibilities
Budgeting
- Venue fee
- Guest invitations
- Catering
- Event staff
- Sponsorships
- Chair, Table & Equipment Rental
- Set up: audio visual equipment
- Guest travel costs
- Guest acommodation
- Set up: decorations
- Marketing & promo materials
- Advertising, PR, social media
- Transportation and parking
- Translation costs
- Event site and app
- Gifts and marketing materials
- Off-site events
- Restaurant reservations
- Miscellaneous
Invitations
- Draft and define a guestlist
- Define VIP attendee list
- Inivite and confirm speakers
- Directions and transportion info
- Gather info about local area
- List of accomodation options
- Send invitations to attendees
- Material for visually impaired
- Hire interpreters or translators
- Plan for attendees with disabilities
Venue
- List potential venues
- Contact venues with requirements
- Visit and evaluate venues
- Research local activities
- Select venue
- Sign contract with Venue
- Venue deposit
Marketing
- Event site and app
- Social media groups
- Promotional materials
Sponsorships
- Potential sponsor list
- Send sponsorship requests
- Estimate sponsored budget
- Request sponsor's info for agenda
- Request sponsor logo
- Add sponsor's names to materials
- List sponsored activities
- List sponsored materials
Food
- Contact catering services
- List and compare menus
- Define breakfast menus
- Define lunch menus
- Define snack menus
- List dietary options
- Book caterers
- List restaurant options
- Book restaurants
Transportation
- Directions
- Parking availability
- List of guests with disabilities
- List of arrivals from airports
- List of arrivals from train
- Cars and taxis
Venue Setup
- Plan for venue setup
- Alternate space plan
- Confirm guest access
- Audio/visual area set up
- Outdoor space access (if any)
- Table setup with promo materials
- Guest seating arrangements
- Signs to direct attendees
- Air conditioning/heating (outdoor)
Safety
- Provide safety info to attendees
- List of emergency contacts
- First aid/ambulance on site
- Fire/Emergency exit plan
- Book required security staff
2 Weeks Prior: Final Checklist
- Finalize event agenda
- Final attendees list
- Final speakers list
- Final VIP guest list
- Final list of vendors
- Final list of staff
- Final menus for all meals/snacks
- Final list of special requirements
- Final list of dietary restrictions
- Prepare event schedule and info
- Finalize speaker info
- Finalize sponsorship info
- Finalize VIP guests info
- Finalize info about local area
- Finalize amenity & activity info
- Final event outline
- Send materials for printing
Day of Event Checklist
- Staff
- Agenda and event materials
- Speakers
- Venue set up
- Catering
- Audio & video
- Photography & Video
- Tickets
After Event Checklist
- Send "thank you" notes
- Complete vendor payments
- Prepare after event press release
- Update site, app and social media
- Finalize budget vs. actuals plan
- Start planning for your next event!