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Planning accurately is the vital key to an successful event.

Step 1: Initial Planning Considerations:
• List everything you need
• Create a calendar with things to do and deadlines
• Build in some buffer- have an emergency plan B
• Create an event binder and save all work as you go 
• Always keep your target audience and objective in mind when planning
• Explain your event vision to the team
• Visualize your event step by step
• Execute with detailed precision and timing
• Make sure the event time does not interfere with a major holiday or other events that may compromise event success

“Tip: Work backwards with your calendar”​


Step 2:
• Contact financial sponsors
• Know your maximum guest attendance number

• Create a guest list, ensure the “right” people are attending
• Know your guest profile- age, will spouse accompany, are children allowed, will transportation be required
• Secure a venue
• Create an event theme
• Based on the theme create event name and logo

“Tip: Keep the maximum room capacity set by Fire Marshall in mind, also contact the police if security or traffic control is required”
“Tip: Allow a minimum of 8 weeks to prepare a guest list to ensure that the information is accurate”


Step 3:
• Send out Save the Date cards/event invitations – request RSVP
• Replace or update guest list based on RSVPs
• Don’t forget to invite the media
• Select event atmosphere, lighting, props, goody bags
• Secure entertainment for your event (D.J., comedian, singer, speaker, etc.



Step 4:
• Create an event tool kit (e.g. Pens, pencils, sharpie, napkins, first-aid, calculator, pins, scissors, money, etc.)
• Pay your initial deposits
• Create a function sheet and event run-down sheet
•  Create a staff/volunteer schedule and list of duties for them to carry out
“Tip: Don’t burn your staff; your event success depends heavily on your staff’s attitude and energy”


Step 5:
• Add final touches
• Check weather
• Set up registration and reservation options (if applicable)