Event Planning Checklist
Make an event planning checklist that runs from three months out to the day after, with an owner for each stage and room for your own steps.
- Free
- No sign-up to try
- Works as you type
5 stages, 24 steps
1. Three months or more out
- Write down the purpose of the event and who it's for
- Set the budget and the target number of attendees
- Pick a date and check it against holidays and clashing events
- Shortlist venues and book site visits
- Name an owner for venue, speakers, promotion and logistics
2. One to three months out
- Sign the venue contract and note the cancellation terms
- Confirm speakers or performers and what they need from you
- Book catering, audio-visual and any equipment hire
- Open registration or send invitations
- Plan for accessibility: step-free access, dietary needs, captions
3. Final two weeks
- Confirm final numbers with the venue and caterer
- Write the run of show with times and an owner for each slot
- Send joining details and directions to attendees
- Brief staff and volunteers on their roles
- Prepare badges, signs and printed materials
4. On the day
- Arrive early to check the room, Wi-Fi and accessibility
- Test microphones, slides and any livestream before doors open
- Keep one person free to handle problems
- Count attendance and note anything that goes wrong
5. The day after
- Thank attendees, speakers, suppliers and volunteers
- Share recordings, slides or photos
- Send a short feedback survey
- Compare actual spend with the budget
- Write down what to keep and what to change next time
Free, no sign-up to try. Your checklist becomes a Room you can edit, publish and share.
How it works
How the Event Planning Checklist works
- 1
Pick the stages
Keep the stages you need and name an owner for each.
- 2
Add your own steps
Add steps specific to your team or product.
- 3
Share the checklist
Create a Room everyone ticks off together from one link.
Worked example
What it makes
1. Three months or more out
The event has a purpose, a budget, a date and owners.
- Write down the purpose of the event and who it's for
- Set the budget and the target number of attendees
- Pick a date and check it against holidays and clashing events
- Shortlist venues and book site visits
- Name an owner for venue, speakers, promotion and logistics
2. One to three months out
The venue, speakers and suppliers are booked.
- Sign the venue contract and note the cancellation terms
- Confirm speakers or performers and what they need from you
- Book catering, audio-visual and any equipment hire
- Open registration or send invitations
- Plan for accessibility: step-free access, dietary needs, captions
3. Final two weeks
Every detail is confirmed and everyone knows the plan.
- Confirm final numbers with the venue and caterer
- Write the run of show with times and an owner for each slot
- Send joining details and directions to attendees
- Brief staff and volunteers on their roles
- Prepare badges, signs and printed materials
4. On the day
The event runs to time and problems are fixed fast.
- Arrive early to check the room, Wi-Fi and accessibility
- Test microphones, slides and any livestream before doors open
- Keep one person free to handle problems
- Count attendance and note anything that goes wrong
5. The day after
Close the loop with attendees, suppliers and the team.
- Thank attendees, speakers, suppliers and volunteers
- Share recordings, slides or photos
- Send a short feedback survey
- Compare actual spend with the budget
- Write down what to keep and what to change next time
Who it's for
Who uses it
Office managers
Plan a team event without forgetting the basics.
Marketers
Run a customer event with clear owners for each area.
Community organisers
Share one list with every volunteer.
Good to know
What to consider
- The timeline suits most in-person events; move steps earlier for large conferences.
- For an event page or agenda your guests can see, use the event page or agenda generators.
Questions
About the Event Planning Checklist
Does it work for online events?
Mostly. Untick the venue and catering steps and add your own for the streaming platform and rehearsals.
Where do the steps come from?
From a step library written and reviewed by people, not generated per visitor. Pick the stages you need, name an owner for each and add your own steps.
Make your checklist now
Free, no sign-up to try. It becomes a Room you can edit, publish and share.
Create my checklistRelated
Related tools
- Event Agenda GeneratorPaste your running order or upload the draft. Get an agenda attendees can browse by day, track and stage, with speakers, breaks and an AI agent that answers what's on when.
- Event Page GeneratorAdd the event's details. Get an event page as one link: what, when and where, the agenda, speakers and a way to RSVP, with an AI agent that answers guests' questions.
- Invitation GeneratorTell us the occasion, the date and the place. Get an invitation as one link: the story, the details, a map and an RSVP form, with an AI agent that answers guests' questions.