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