When running events, it’s important to have a clear checklist, or at least a strong outline of one, well before the day begins. There is a lot to manage, and having a system to track the details helps eliminate many common planning worries. Below are the essential components worth including in your master event checklist.
Run of Show
What’s more important than running an event? The run of show! This is how you communicate the plan for the entire event. It helps ensure that everyone involved understands what’s happening and when, while also allowing you to track each moment down to the smallest detail. A strong run of show keeps the event on schedule and reduces confusion during execution.
Audio and Playlist
Every event needs reliable audio and a good playlist to keep things moving and set the right mood, even when it doesn’t seem like music will make a big difference. Take time to think about how your playlist supports the atmosphere and helps people feel more connected and engaged throughout the event.
Staff Placement
One important thing to consider is how you’re going to place your staff throughout the event space. Team members should be positioned in strategic locations so they can respond quickly and support the overall flow of the event. You’ll also want to make sure you have people ready to handle guests, answer questions, and manage issues as they come up.
Food and Drink
One of the biggest items on your checklist is making sure guests have access to food and drinks. This could mean light snacks or a full meal, along with a variety of beverage options. There are several factors to consider, including allergies, alcohol service, mocktails, juices, and dietary preferences. Sending out a quick survey ahead of time can help you better understand what attendees expect and plan accordingly.
Seating
Depending on the type of event you’re hosting, seating may require some advance planning. If tables aren’t necessary, standing tables can work well as conversation hubs. You’ll also want to make sure accessible seating is available throughout the space. Many rental companies offer a wide range of seating options that can be adapted to different event formats.
Interactive Elements
Another thing to keep track of is how you plan to involve attendees through interactive elements. From gathering supplies for a photo opportunity to organizing small games with themed prizes, it’s important to make sure everything is accounted for ahead of time. This includes materials for setup, items needed during the event, and extra supplies just in case.
Handmade Additions
Handmade elements won’t apply to every event, but it’s still worth leaving room for them on your checklist. These details are often overlooked, even though they can help reduce costs and add a personal touch. While handmade items aren’t required, they can make an event feel more thoughtful and unique.
Goodie Bags
One of the most memorable parts of an event is what guests leave with. Goodie bags or takeaways can serve as a reminder of the experience and show that you paid attention to the details. These items can be simple or more elaborate, depending on your budget. Your checklist should help you track what’s needed, what’s been ordered, and how everything will be organized.
Surveys and Emails
One of the most useful tools for event planners is automated surveys and email communication. These tools can remind guests about the event, collect feedback afterward, and provide insights that help you refine your planning approach. Surveys are often most effective when sent shortly after the event, while attendee impressions are still fresh.
What to do Now?
Event planning is always evolving, and what works well for one event may not work for the next. These checklist items aren’t meant to cover every possible scenario, but they offer a solid starting point. From there, you can adapt and refine your checklist to suit each event’s specific goals and audience.
