the event planners checklist whitepaper

With all the event planner has to do, it’s easy to overlook some of the small

things that could have a large impact on the success of an event. We have used our expertise to create a comprehensive step-by-step guide

to help make your event planning journey a success.

The Event Planner’s Checklist Whitepaper

Where is your location? If it is an outdoor

venue, please check with your local council

for possible restrictions or planned works that

could disrupt your event.

When choosing the date for your event, check with your local visitor or tourist centre

to see if there are other events scheduled for the same date and location that could

conflict with your event.

Selecting the location of your event is paramount to its success. It is important to

consider the following questions when choosing your location:

How will participants get to your event?

Are your participants willing to travel long distances to attend your event?

Is there public transport or parking available?

It is a good idea to design a traffic plan that highlights things such as signage,

entry and exit points, disabled parking, pedestrian access, and traffic control.

This will be useful if you need to apply to your local council for permission or road

closures in preparation for your event.


Make sure you complete a risk assessment involving all key stakeholders prior to

your event. Remember to include contingency plans to account for all eventualities

such as bad weather, accidents, etc.

It is vital that you check local government requirements and gain all the

necessary approval prior to your event.

If you’re planning an outdoor event, make sure you comply with security and health

and safety requirements.

Remember to apply for any permits or licenses that you may require for your event.

You may need the following depending on the type of event you are planning:

Food permits

A noise permit – if there is music

Request for approval to erect promotional signage

Road closures

Remember to submit all applications as early as possible.


Prepare an event budget in advance,

ensuring that you have an allowance for

miscellaneous costs and expenses. It’s easy

to lose track of your expenditure when

organising your event. You can avoid this by

monitoring your spend at regular intervals to

ensure that you are adhering to your

planned budget, making adjustments where required.

When selecting your venue, the most competitive quote may not be as cost effective

as originally anticipated. Make sure you check to see what is or isn’t included in the

price of the venue. As an example, some outdoor venues may have on-site

restroom facilities whereas others may require you to outsource such facilities for

your event.

Here are some of the costs that are often overlooked when budgeting:

Access to restrooms/facilities

Security/police presence

Health and safety (a first-aider or on-site ambulance service depending on the type of event)

Food and refreshments

Cleaners/waste management


Create a comprehensive event agenda outlining your event goals and develop a

realistic timeline. It is also a good idea to design a plan of your venue or event site in

advance. This will HELP YOU ORGANISE YOUR STAFF AND VOLUNTEERS

MORE EFFICIENTLY on the day of your event. Depending on the type of event you

are planning, contact and book your entertainment, MC, or speakers in advance.

Remember to obtain written confirmation from all your event contributors and to

submit deposits for their services. Make sure that you prepare scripts or run sheets

for your speakers in advance and arrange rehearsals if required.

In addition to being financially beneficial, obtaining sponsorship deals that are

relevant to your event can be a great way of building and promoting your brand

awareness to a wider and targeted audience. Identify potential sponsors and create

a sponsorship proposal that is concise and outlines the benefits to your potential

sponsors. REMEMBER TO CHOOSE THE CORRECT TYPE OF SPONSORSHIP

FOR YOUR EVENT. Sponsorship deals may consist of a straightforward financial

arrangement; alternatively they may also be arranged on a barter basis, such as the

provision of a service in exchange for product placement or promotion on your

marketing materials. Remember to follow-up potential sponsors within a week of

sending out your sponsorship packages. Once you have your sponsorship deals in

place, ensure that you acknowledge your sponsors and use sponsor testimonials to

maintain a good working relationship.


The right event marketing will ensure that you get the word out about your event,

attract the right audience and boost your attendance.

Event marketing has come a long way beyond simply inviting people to your event

and getting them to register. Your event marketing should create a buzz around

your event, get your registrants engaged and talking about it long before it takes

place and maintain that momentum after it finishes.

When developing your marketing plan, do your research and outline

the appropriate channels where you’d like to concentrate the majority

of your marketing efforts.


Your event website is your biggest promotional tool. It is where your audience will

be directed from all of your other communication channels, and it’s the place your

event audience is likely to spend the most amount of time interacting with your

brand. With this in mind, it’s important to impress your audience with a professional

website that is easy to use and navigate.

Ensure event information and content are kept up to date at all times on your

website. Consider posting the event schedule, session highlights, sponsors, and

contact information on your site.

It is important to:

Integrate your social media channels within your event website so that people can

“like” and “share” your posts.

Maintain consistency across your event promotions and marketing to build brand

awareness throughout the event journey.

In addition to posters, flyers, emails and brochures, submitting a press release is

also a great way of getting more exposure for your event.


The transition from paper based registration to online registration will streamline the

most complicated registration process and help to reduce miscommunications and

complications associated with paper based registration. Online registration can also

have a dramatic impact on your attendees, often resulting in higher attendance and

lower no-shows. When you create your registration forms, remember to host them

on your website and determine what is or isn’t included in the cost of registration

(such as event t-shirts and pre-event dinners).

Drive potential registrants to your event site by sending out targeted email

invitations to your distribution lists, ensuring that you include a link to your online

registration form.


Order the equipment you require such as PA

systems, lighting, generators, marquees etc.

in advance. Ensure you check that all your

contractors comply with local government

regulations, for example, all electrical

equipment provided should have

passed PAT Inspections.

Remember to check your insurance to ensure you have adequate public liability

cover for staff, volunteers, and participants.

On the day of your event, gather your staff and volunteers for a full briefing so they

know exactly what to expect from the event. Ensure that all staff have the event

agenda, site plan, and circulate a contact list with mobile numbers for all staff

members. Go through the chain of command and responsibilities in case of an

emergency. Once your event has begun, it is a good idea to tweet about the event

and share updates on your mobile apps. This will not only enhance the participant

experience, but will also help promote your event.


After the event is over, organise the removal of all equipment and waste from the

venue. The post event survey is an integral part of any event planning journey and

it’s often overlooked. Make sure that you send out post-event surveys to all

participants in order to gage the success of your event and identify possible areas

for improvement. In addition to your event management team, the senior leaders of

the organisation behind the event will also rely on the collected data to put metrics

and value to their financial outlay or investment.

Prepare a close off budget so that you can evaluate the success of your event and

share results with key stakeholders. You may wish to organise a de-brief session to

identify key areas for improvement for your next event.

Although your event journey seems to have come to an end, don’t forget to write thank

you letters to staff, volunteers, and performers. In addition to thanking your staff, it’s

best practice to prepare a presentation for your sponsors.


Sometimes when we’re talking to event directors they say ‘You guys provide online registration software, don’t you?’ That’s true, but we really are so much more than that. We are your marketing magicians, your pricing advisers, your best practices buddies, and more. We are your partner and we are as dedicated as you are to growing your event and the industry. And we are also participants, which gives us a special insight into your world.

+44 (0)207 554 0949 +65 6692 6072 +61 1 800 737 632 +64 0800 440 877

[email protected] [email protected]

mailto:[email protected]?subject=Enquiry%20from%20white%20paper

mailto:[email protected]?subject=Enquiry%20from%20white%20paper

http://www.exploreactive.com/index.htm?asset=AplusGuide

the event planners checklist whitepaper

Business