If it’s your first time organising an event, you should know plenty of things. Whether it’s simple or not, the tasks you’re going to do are just the same. For instance, you’ll need to identify your objectives. Once you know the specifics of the event, then start the planning process.

Event planners usually take months of preparation since there are necessary things that can’t be done in an instant. If you like, you can hire event planners, and you’ll act as the event coordinator. Similarly, you can hire as many experts as you can if you need more help.

However, if you want to have a successful event while managing it on your own, you should take some time to create a checklist. And when creating one, you should follow it according to your plan so that you won’t encounter any problems as you move forward.

However, if you’re not sure about what you need to put on your checklist, then you should read the article below!

1. Budget

When planning an event, everything you’ll need to accomplish comes with a price. So it’s important if you try your best to prepare a budget, and break it down to the things you need.

You’ll know if the budget you set will work if you do some research and contact vendors regarding their pricing. Otherwise, you might get surprised by the amount you’re going to spend. So if you’re going to put ‘budget’ in your checklist, then it’s best if you put every single item or subtopics to tick them off once you’ve accomplished them.

2. Venue

Once you know your budget for the venue, it’s easier to choose the right one. Furthermore, when considering a venue, you should think about the capacity, location, and amenities they offer. Aside from that, it’s also important if you can secure the necessary permits for the event.

Although things can now be done online, it’s still important to conduct an ocular since the actual venue can still be different from the photos online. Oftentimes, you can find a venue that can do its job and doesn’t require a lot of decorations. So if you still have enough time, don’t just settle for the first one you see.

Read more: Business venue

3. Theme and design

Although the venue can speak for itself, you’ll still need to set the theme of the event. It would create a vibe that can make your guests and participants find enjoyable. However, the design and event theme is not just for fun. It also says a lot about the event and what it’s for.

For instance, if the event has a memorable theme, then the guests will never forget about it. It’ll be embedded in their core memory that every time they see something similar to your theme, they will be reminded of the event.

4. Guests and invitations

An event can never be successful if the guests are not present. That’s why you must send them an invitation months before the event. It’ll be easier for them to open up their schedule, prepare their outfits, and get to know the location.

It’ll be easier if you create a guest list so that you’ll know if you’ve already given them an invitation or if they’re coming or not. However, if it’s open to the public, then you should prepare tickets so you’ll be updated about the headcount.

5. Details

Aside from the planning part, you shouldn’t forget to finalise the details needed for the event day. These include the date, time, registration, map of the venue, required attire, and amount of fees (if necessary). Moreover, you should give your guests at least a general idea of the programme, which can be released at a later date.

When finalising the details, you should consider the best for your guests. Otherwise, you might end up with only a few participants. However, you can consult event planners about the right way to decide when it comes to finalising event details.

6. Logistics

Another important category in your checklist is logistics. Have you ever thought about how things will work at the actual event? Sure, you may already have created the layout, but there are certain things you can’t easily put on a piece of paper.

For instance, the parking capacity, the flow of people, and food supply may not be monitored if you just think of the ideal event. That’s why you should also keep in mind the other options you can tap once you’re out of moves.

Meanwhile, you shouldn’t also forget about the standard logistics essentials such as seating arrangement, lights, sounds, stage decorations, and supplies.

7. Food and drinks

People can get irritated when they’ve been served with limited food options. So instead of sticking to one vendor, you should have different variations that suit different diets. For instance, you can serve food for vegans, vegetarians, and kids so that no one will get hungry once it’s time to eat.

Besides, the food and drinks can be one of the things your guests are looking forward to so you shouldn’t take them for granted. On the other hand, if you want to be specific with the food and beverage choices, you can create a form where your guests can put their preferred food items.

8. Documentation

When we talk about event documentation, it doesn’t end with taking pictures and videos of the event. It also includes the good and bad sides of the event itself. For instance, you may keep track of the guests’ and participants’ reactions to everything including the food, light, and programme.

Moving forward, you’ll be able to handle the event in a better way since you can change all the things that didn’t work the first time.

9. Programme and host

The programme can make or break the entire event. It’s where people get their vibe to last for the whole event. The programme usually contains guest speakers, performers, games or awards (if necessary), and host/s.

On that note, even if you have the best programme, your selected host/s can still make it boring. Have you ever watched the past Golden Globe Awards? If you did, you might have seen a few hosts that stood up and won the hearts of the audience. Unfortunately, some didn’t shine.

So if you’re planning your programme, you should take some time to think it through.

10. Post-event planning

Lastly, after all the fun and excitement in the event, it’s still important to have a post-event plan. Your guests can write you comments and suggestions before they leave or they can tag you on social media.

Event planners usually post events they’ve handled so that they’ll gain more customers in the future. In your case, posting videos or pictures after the event will help you assess if your objectives are met.

Moreover, if your event is successful, you’ll be able to handle more similar events in the future.

Event planning is not an easy task. It requires patience and creativity to pull off a gathering people will never forget. But now that you have an idea about the things you’ll need to include in your first event planning checklist, it’ll be easier to get things started. Don’t forget to share your thoughts about event planning with us by leaving a comment below!