A Checklist for Planning Successful Events

Planning successful events takes know-how, an ability to cope with many moving parts—of which human factor is an important one.  In addition, there are always exogenous factors directly influencing an event’s success—weather, natural disasters, and man-made catastrophes. 

To effectively deal with all such factors, good event planners rely heavily on checklists—as a roadmap to successful execution of any event. 

1.     Purpose

An event—no matter how large or small or how simple or complex—must start with goal setting.  For-profit organizations and non-profits both have to have very clear and specific goals to accomplish in holding an event.  Examples include: attendee numbers, fundraising, exposure, etc. 

2.     Budgeting

Every proposed event must start with a budget—event fundraisers, where the goal is to secure sources of funding for a non-profit.  The more comprehensive a budget, the more likely the event’s success—from venue rental, to catering to event planning company’s fees.   Choose

3.     Venue

Choice of a venue plays a critical role in the success of an event.  Don’t underestimate the subjective value of an event venue that matches the purpose of the event.  Consider all amenities of the venue such as technology, parking, and location. 

4.     Date

Equally important is a suitable date.  Check for possible conflicts with major citywide or national events.  Dates also directly affect the venue cost. 

5.     Exhibition Space

Some events require a tradeshow or an auction space.  Plan accordingly.

6.     Book Speakers

If called for, choose a speaker that is relevant to your event subject and can be a draw. 

7.     Market your event

Develop strategies and steps on how to reach out to potential attendees by marketing your event through all channels including telephone, e-mail, content marketing, and social media. 

8.     Event Logistics

Now is the time to take care of every little logistical details of the event—from lodging, to food to décor, to entertainment, to transportation and every other step—no matter how small or inconsequential it may appear.

9.     Execution

With all the pieces of the puzzle put together, it’s now time to roll.  It’s the event day!  Be sure to call the venue, all vendors and caterers to double check on schedules and test any equipment involved.

10.  Registration

If your event calls for it, it’s time to register the guests. Competent and knowledgeable event registration staff are key to success at this stage. 

11.  Post Event Follow-ups

Evaluate the success of your event against your preset goals.  If you used an event planning company, this is the time to sit down and review your success—and any shortcomings.  Don’t forget your “thank-you” notes to the vendors, the speakers, the participants, etc.  If this was one in a series of events, this is a good time to publicize the “save the date” for the next meeting/event. 

These simple yet critical steps are the backbone of any successful event.  Needless to say, some events require more detailed steps. If you are using the services of an event planning company, insist that they share with you their checklist.  You can then compare their checklist to your own to make sure you’re guaranteed a successful event. 

Global Management Services is an international event planning company that can help you accomplish your goal regardless of the nature or size of your event.