Event Planning Information
Event Planning Checklist  The event planning industry has grown enormously in the past decade. According to the International Special Events Society, spending for special events worldwide hovers around $500 billion annually. No wonder more and more professionals are starting their own event planning business.
What kind of events are there? Well there are corporate meetings, incentive trips, conferences, exhibitions, weddings, reunions, fundraisers, just to name a few. There are endless possibilities of creating an event planning business.
Though each event may be different in nature, there are some similarities in the way you can approach the planning process. Here you’ll find useful information to create your own event planning checklist that will help you plan and organize that special event day.
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Event Planning Checklist
1. Conduct Research:
What is the purpose of your event? Celebrations, promotions, team building, socializing? This will help you with creating a theme to the event.
2. Setting Goals: What are the goals for the event? How many people do you expect? Determine what you wish your attendees to gain from the event.
3. Event Budget: You need to set an event budget before you can start the planning. Keep in mind to if the event will raise any money to off set the costs? Will the event produce revenue from ticket sales?
4.  Finding a location: Once you have determined the number of people that will be attending, selecting the proper location should be done right away so to secure the spot.
Keep in mind the following when selecting a location:
- Will it be an outdoor or indoor event?
- Are electrical outlets required for media equipment, computers, or entertainment?
- Is Internet access required? Can you offer wireless at the location?
- If food is being served is there plenty of serving space?
- Will you require space for a stage, dance floor, or vendor booths?
- What are your lighting requirements? Do you need soft lights for dining or bright lights for reading?
- Will you need security? Does the location have its own security staff at hand?
Parking needs? Is there adequate parking for your guest and staff? Do you need to offer shuttle service?
Check out several locations to see what your options are before
you bring along the main decision makers to finalize the event site and dates
available.
5. Set the Date: Once the location and date has been set,
now you can build your timeline by working backwards from the event date. Time
sensitive items to keep in mind:
- Finalize your agenda/program
- Prepare and print promotional materials (invitations, brochures, programs, etc.)
- Select caterer and menu
- Select decorations
- Select entertainment, guest speakers, announcers, etc.
- Determine media, computers, electronic needs
- Determine and order promotional gifts as a keepsake, (they should relate to the theme of your event)
- Determine additional staff requirements: parking attendants, security, etc.
- Select overnight accommodations, if needed
- Secure transportation if required
- Review and sign necessary contracts
- Finalize and confirm attendees
- Prepare name badges and event programs
- Prepare materials to be shipped to event location
- Set up on site
- Decide date to make your first announcement of the event
- Press releases and promotions of the event if needed
6.  Select your Vendors: Determine what you’ll need. Consider the following:
- Caterers / Serving Staff
- Entertainers
- Florists
- Photographers
- Printers
- Registration Attendants
- Electronic suppliers
- Security Staff
- Parking attendants or shuttle staff
- Promotional gifts supplier
7. Permits and Licenses: Are special licenses or permits to host your event required? Do you need permission for playing music, parking or traffic control?
8. Public Relations: How do you plan to publicize your event? What type of media would you like to have to cover your event? What is the main interest or point you’d like to get across to the media? Consider inviting newspaper journalists or hiring a PR firm to set this up for you.
9. Keep a sense of humor: Keeping a sense of humor and remaining calm will help overcome any pitfalls or stress in dealing with unexpected outcomes – bad or good. The main thing is for everyone to have a good time so the memories of the event are pleasant ones.
10. Evaluation and Follow-up: It’s very important to do an evaluation of the event and to follow up on the successes and of any failures. This will only further educate you to plan your next successful special events.
Have fun, be flexible, think positive and let the event begin.
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