Event planning checklist: how to organise a successful event

Three months in advance

• Set the event’s objective (social gathering, fundraising, information provision)
• Decide the date, time and venue
• Prepare a budget
• Appoint an events committee or designate a person in charge
• Apply for any permits (noise licence, permission to use public space)
• Book catering, speakers or entertainment

Six weeks in advance

• Create a communications plan (who you inform when and through which channels)
• Set up online registration and ticket sales
• Send the first invitation to members and newsletter subscribers
• Promote the event on social media and the website
• Allocate tasks and responsibilities

Two weeks in advance

• Send a reminder to everyone who has not yet registered
• Confirm catering and suppliers
• Create a run sheet (the day’s timetable)
• Arrange transport of materials and on-site setup
• Appoint a first-aid point of contact

Two days in advance

• Confirm final headcount with catering and suppliers
• Send practical information to attendees (parking, programme, dress code)
• Check all technical equipment again
• Print name badges or the guest list

On the day itself

• Arrive on time for setup
• Brief volunteers and staff
• Check all technical equipment again
• Ensure the first-aid post is accessible and staffed
• Provide a point of contact for questions and issues
• Take photos for post-event communications

After the event

• Thank all volunteers personally
• Send a thank-you email to participants
• Share photos on social media (with consent)
• Internal evaluation: what went well, what could be improved?
• Send an evaluation form to participants
• Process the financial settlement

Common mistakes

• Starting communications too late
• Failing to confirm catering on the day of the event (numbers)
• No clear task allocation on the day itself
• No contingency plan for technical issues
• Failure to evaluate and learn for the next time