• thepumpkin events

Pre-event planning: everything you need to know

Updated: Nov 23, 2019

Event planning has three stages: pre-event planning, the actual event and post event planning. A huge chunk of planning happens before the event and without a to-do list it could get quite overwhelming.

PREP(Pre-Event Planning)

When you need to make sure nothing falls through the cracks, an event checklist or an event guide could come in handy.

Start with Ease

An hour of planning can save you 10 hours of doing!

1) Have a clear cut goal

  • What is the purpose of your event?

  • Budget plan?

  • How many guests expected in-person?

  • Which is the optimal location for your event?

  • When is the right time for your event?

2) Budget outline

  • Financial discipline is a must for any business.

  • Make a rough outline of the budget for your event by making an educated guess with the past event experiences

  • Always compare between the choices to make sure you pay the optimal cost for the services.

  • Always consider miscellaneous and stick to the budget.

3) Venue and time

  • While picking the venue, consider the geographic location in line with your guests.

  • Keep an eye for any permits that you may require.

  • Choose the venue based on how many guests are expected.

  • Keep tabs on weather conditions

  • Get the venue & date confirmation

4) Vendors

  • Choose the best vendors based on their quality of work and your budget

  • All in one service vendors may not offer the best of everything

  • Cross check with reference and have a look at their protfolio

  • Visit the venue with your vendors

  • Always have a backup vendor

5) Research on sponsors

  • Make a list of potential sponsors

  • Get your presentation ready

  • How can you make your sponsors part of your event?

  • Research sponsors who have partnered with similar events

6) Theme & Decor

  • Select the theme for your event based on your objectives

  • Make sure your vendors are on the same page

  • Get the design ready at the earliest and have more than one copy

  • Estimate the time to get the decor ready before the event

7) Speakers & Entertainment

  • Book your speakers and get a confirmation

  • Plan the entertainment based on your guest list

  • Get their profile, photos and AV. Make two copies of everything

  • Arrange travel & accommodation

  • Communicate details and get confirmation

8) Plan your financials

  • Confirm sponsorship contributions

  • Negotiate with vendors and finalize

  • Determine your ticket price

  • Have an estimation on your profits

  • Plan budget for each factor

  • Consider unexpected expenses

9) Promote your event

  • Build a website/ Facebook page for your event

  • Make a plan according to your budget

  • Determine your marketing channels

  • Target your guest pool

  • Publicize your event

  • Write blog posts about your event

  • Use digital marketing platform

  • Get analytics on how your different campaigns are performing

  • -Inform on ticket availability, how they can purchase and push sales

10) Send reminders

  • Re-confirm your venue, vendors, speakers and entertainment

  • Send reminders to your guests

  • Send a Geo location to your venue

  • Send personalized invites to your sponsors

11) Cue sheet

  • Prepare a cue sheet on the event happening

  • Lighting cue sheet

  • AV cue sheet

  • Team briefing

Keep a check on all of these items. Have an extra pair of eyes to double check.