WildApricot Event Planning Checklist WORD PDF

The Ultimate Event Planning Checklist
Print off this checklist and use it to remember everything you need to leading up to your event!
Person Approx. Hours

Done Due
Responsible To Complete
4 – 6 Months Ahead of Event

Establish Your event goals and objectives
Select the Date
Get Cost Estimates

Room Rentals
Room Rentals
Room Rentals
Room Rentals
Room Rentals
Get Cost Estimates

Room Rentals
Room Rentals
Room Rentals
Room Rentals
Room Rentals

Done Due
The Ultimate Event Planning Checklist Wildapricot.com

Identify and contact sponsors/partners
Determine if you need event registration

software to make the process easier
Determine if you need other event

management software
Release early-bird tickets
3-4 Months Ahead of Event

Build out required documents
for your team
Speaker/presenter/entertainer liaison
Finalize presentation/speech topics
Get bio information, photo
Travel & accommodation arrangements
Have contracts signed if appropriate
Ask speakers to start promoting and
sharing it with their network
Determine if you need event registration

software to make the process easier
Determine registration fees
Set up and enable online registration
Finalize sponsor levels and amounts
Identify items to be underwritten and
accounting tracking details
Venue and logistics planning

Determine and arrange all details re menu,
A/V equipment, registration set-up, parking,
signage, etc.
Review security needs/plan for the event
with venue manager
Investigate need for any special permits,
licenses, insurance, etc.
Assess accessibility requirements and
communicate to staff

Done Due

Follow publicity plan
Develop draft program
Create draft event script
Develop publicity pieces
Request logos from corporate sponsors for
online and printed materials
Develop and produce invitations, programs,
posters, tickets, etc.
Develop media list & prepare News Release,
Media Advisory, Backgrounder and all
media kit materials
Enable/create email event notifications
Create a Facebook event page
Develop a promo video and post
on YouTube and your Facebook page
Register your event on a variety of online
event calendars
Create some buzz on your blog
or member forums
Determine VIPs and createinvitation &
tracking document
Order any desired event swag
1-2 Months Ahead of Event
Send reminders to your contact list

registration and participation
Reach out again to presenters/speakers

regarding
Confirming travel and
accommodation details
Request copy of speeches and/or.
presentations
Sponsorship finalization
Follow up to confirm sponsorships and
underwriting
Get any promotional materials you’ll be
sharing at the event
Ask sponsors to share event on their
promotional channels

Done Due

Continue executing on your publicity plan
Release press announcements about
keynote speakers, celebrities, VIPs
attending, honourees, etc.
Post your initial event news release on your
website and circulate to all partners,
affiliated organizations, etc.
Post more details about your event

on social media
Close early-bird tickets
Finalize and proofread printed materials
1 Week Ahead of Event
Have all committee chairs meet and

confirm all details against Master Plan
Finalize event script
Ensure it includes wheelchair-accessible

areas and has clear paths through the venue
Brief any/all hosts, greeters, volunteers

about their event duties and timelines
Finalize your seating plan
Provide final registration numbers to caterer
Make print and online copies of any

speeches, videos, and presentations
Do a final registration check, including

name badges & registration list
Determine photo op and interview

opportunities with any presenters and VIPs.
Confirm details with media attendees

Done Due
1 Day Before the Event

Have all committee chairs meet and
confirm all details against Master Plan

Ensure it includes wheelchair-accessible
areas and has clear paths through the venue
Brief any/all hosts, greeters, volunteers

about their event duties and timelines
Finalize your seating plan
Provide final registration numbers to caterer
Make print and online copies of any

speeches, videos, and presentations
Do a final registration check, including

name badges & registration list
Determine photo op and interview

opportunities with any presenters and VIPs.
Confirm details with media attendees
Event Day!
Take a few deep breaths — you got this!
Ensure you have copies of all instructions
Ensure you have copies of all instructions
Check in with each Committee Chair to

ensure their team is on track
Greet new attendees

Done Due
Post Event Follow Up

Ensure nothing was left behind
at the venue

Gather all receipts and documentation, final
registration data, etc.
Update budget
Send thank-you’s and acknowledgement

letters to
Sponsors
Volunteers
Speakers/presenters
Donors
The media
Post-event publicity
Send out an email to your subscriber base
with highlights from the event
Make a publicity reel video
Share highlights on social media
Update website page to reflect that
it’s a past event
Conduct a post-event survey
Reach out to event participants
Conduct a team debrief to learn

their thoughts
Conduct a thorough evaluation of the event
We hope you found this checklist helpful in getting start with event planning. Use this as a starting
point to identify or assign activities to various volunteers or staff, or print this off so you can literally
check-off items as they are assigned or accomplished.

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The Ultimate Event Planning Checklist

Person Approx. Hours

4 – 6 Months Ahead of Event

Select the Date

Establish Your event goals and objectives

Establish Your event goals and objectives

Get Cost Estimates

Establish Your event goals and objectives

Establish Your event goals and objectives

Get Cost Estimates

Establish Your event goals and objectives

Person Approx. Hours

The Ultimate Event Planning Checklist Wildapricot.com

Determine if you need event registration

Determine if you need other event

Release early-bird tickets

3-4 Months Ahead of Event

Determine if you need event registration

Venue and logistics planning

Person Approx. Hours

The Ultimate Event Planning Checklist Wildapricot.com

1-2 Months Ahead of Event

Send reminders to your contact list

Reach out again to presenters/speakers

Person Approx. Hours

The Ultimate Event Planning Checklist Wildapricot.com

Post more details about your event

Close early-bird tickets

Finalize and proofread printed materials

1 Week Ahead of Event

Have all committee chairs meet and

Finalize event script

Ensure it includes wheelchair-accessible

Brief any/all hosts, greeters, volunteers

Finalize your seating plan

Provide final registration numbers to caterer

Make print and online copies of any

Do a final registration check, including

Determine photo op and interview

Confirm details with media attendees

Person Approx. Hours

1 Day Before the Event

The Ultimate Event Planning Checklist Wildapricot.com

Finalize event script

Brief any/all hosts, greeters, volunteers

Finalize your seating plan

Provide final registration numbers to caterer

Make print and online copies of any

Do a final registration check, including

Determine photo op and interview

Confirm details with media attendees

Ensure you have copies of all instructions

Ensure you have copies of all instructions

Check in with each Committee Chair to

Greet new attendees

Person Approx. Hours

Post Event Follow Up

The Ultimate Event Planning Checklist Wildapricot.com

Send thank-you’s and acknowledgement