Event planning checklists

Why checklists matter

Most event problems are not caused by a lack of skill; they come from something small being forgotten. A missing extension cord, an unconfirmed arrival time or an unasked question about curfew can affect the whole evening. Checklists catch these gaps by turning experience into a repeatable list. The three checklists here cover the full arc of an event: the master checklist for planning from start to finish, the venue tour checklist for site visits and the day-of emergency kit for the bag you carry on the day.

Which checklist to use when

Start the master event checklist as soon as you decide to hold an event. It covers goals, budget, venue, suppliers, invitations, the program, the day itself and the follow-up, and your progress is saved in your browser so you can return to it. Use the venue tour checklist when you visit a shortlisted venue. Its questions cover capacity, curfew, power, rigging, parking and loading, which are the details that are easy to forget when you are focused on how a room looks. Build the emergency kit in the final week and keep it with you on the day.

• Print the venue tour checklist and bring a copy to every visit.
• Ask the same questions at each venue so you can compare answers fairly.
• Note who gave each answer and ask for important points in writing.
• Add your own items for anything specific to your event or audience.

Making a checklist your own

A checklist works best when it fits your event. Add items for cultural traditions, accessibility needs, sponsor requirements or a performer's technical needs. Remove items that do not apply, rather than ticking them without thinking. After each event, note what you missed and add it to the list, so your checklist improves over time.

How checklists work with the templates

Checklists tell you what to do; templates give you the documents to do it with. The related templates on this page include the vendor contact sheet, the risk register template and the creative brief template. Use the checklists to make sure each of these is complete, and the run of show template to plan the day minute by minute.