Event Planning Checklist

For anyone planning an event, the very first step would be to create an event planning checklist. Whether the event was being planned by a professional, someone in the company, family member, or friend, this checklist will alleviate a lot of stress during the planning phase. Even people who have years in the business understand the value this list offers. Sometimes, things get hectic when planning an event but with a checklist, everything stays on track and nothing is overlooked.

An event planning checklist can be found online, which can then be downloaded and used or one can be made using a simple software program such as Microsoft Word. As a part of the event planning checklist, individual categories should be created and under each of those, specific considerations or tasks so the event is perfect. Another benefit to using a checklist is that different tasks can be delegated. This way, the individuals working on the event would know exactly which item is being worked on by whom.

Of course, items on an event planning checklist will vary depending on the genre. For instance, items on the checklist for a wedding would be different somewhat for items pertaining to a business conference. Using a wedding as an example, some of things main and sub category items would include:

• Food
  • Wedding Cake
  • Rehearsal Dinner Menu (Interviewing and Hiring a Caterer, Choosing Menu Items)
  • Wedding Dinner
  • Beverages (Alcoholic and non-alcoholic)

• Photography
  • Photographer (Interviewing, Hiring, Contracts, Pricing)
  • Videographer
  • Color versus Black and White, Special Effects, Candid Shots
  • Wedding Reception

• Seating
  • Bride and Groom Table
  • Number, Size, and Style of Table and Chairs

• Entertainment
  • DJ versus Live Band (Interviewing, Hiring, Contracts, Pricing)
  • Song List
  • Special Setup

• Audio/Visual
  • Presentation of Bride and Groom (As Children and Throughout Dating Period)
  • Gather photographs for the presentation
  • Microphone for Wedding Reception, Band, DJ

• Decorations
  • Table Decorations
  • Party Favors
  • Candles
  • Table Centerpieces
  • Flowers

The items on an event planning checklist start as an overview but then drill down to details. For instance, under the decoration categories, this would involve knowing the color scheme and/or theme, types of flowers, as well as live versus fake, determining what centerpieces will be, along with who will make them, type, scent, size, and color of candles, and the list goes on. The key to a successful event, regardless of venue or size, is to use an event planning checklist and making it as detailed as possible.

In addition, next to each category and sub category would be the name of the person responsible, names of vendors and suppliers, the deadline for the task to be completed, and a way of marking that the task is done.