EVENT PLANNING CHECKLIST TEMPLATE

Created by ChecklistGuro (https://checklistguro.com)


--- EVENT CONCEPT & BUDGETING ---
[ ] Event Name
[ ] Event Description / Purpose
[ ] Estimated Guest Count
[ ] Total Budget Allocation
[ ] Target Event Date
[ ] Event Type (Wedding, Corporate, Birthday, Conference, Other)
[ ] Budget for Venue

--- VENUE SELECTION & LOGISTICS ---
[ ] Venue Address
[ ] Venue Capacity (Max)
[ ] Venue Booking Date
[ ] Venue Type (Hotel Ballroom, Restaurant, Outdoor Space, Event Hall, Other)
[ ] Available Amenities (AV Equipment, Wi-Fi, Parking, Kitchen Access, Stage)
[ ] Venue Notes/Specific Requirements

--- VENDOR MANAGEMENT ---
[ ] Caterer Selected? (Yes, No)
[ ] Caterer Contact Information
[ ] Entertainment Booked? (Yes, No)
[ ] Entertainment Fee (USD)
[ ] Vendor Contracts
[ ] Vendor Contract Deadline
[ ] Photographer Confirmed? (Yes, No)
[ ] Special Vendor Requirements/Notes

--- LEGAL & PERMITS ---
[ ] Event Organizer Legal Name
[ ] Permit Application Submission Date
[ ] Type of Permit Required (e.g., Alcohol, Noise, Assembly) (Alcohol Permit, Noise Permit, Assembly Permit, Street Closure Permit, Fire Safety Permit)
[ ] Estimated Attendance
[ ] Insurance Coverage Type (General Liability, Liquor Liability, Event Cancellation)
[ ] Description of Event Activities (for permit application)
[ ] Copy of Event Insurance Certificate
[ ] Permit Expiration Date

--- MARKETING & PROMOTION ---
[ ] Social Media Budget
[ ] Primary Marketing Channel (Social Media, Email Marketing, Paid Advertising, Public Relations)
[ ] Social Media Platforms to Use (Facebook, Instagram, Twitter, LinkedIn, TikTok)
[ ] Marketing Campaign Start Date
[ ] Marketing Message / Key Points
[ ] Marketing Graphics/Visuals (e.g., event poster)

--- GUEST MANAGEMENT ---
[ ] Estimated Guest Count
[ ] RSVP Deadline
[ ] RSVP Method (Email, Phone, Online Form, Mail)
[ ] Dietary Restrictions (Guest) (Vegetarian, Vegan, Gluten-Free, Allergies (Specify in LONG_TEXT))
[ ] Specify Allergies (if selected)
[ ] Accessibility Needs (Guest) (Wheelchair Access, Visual Impairment, Hearing Impairment, None)
[ ] Contact Person (for Guest Questions)
[ ] Final Guest Count Confirmation Date

--- TIMELINE & SCHEDULING ---
[ ] Venue Booking Deadline
[ ] Number of Invitations to Send
[ ] Invitation Send-Out Date
[ ] RSVP Deadline
[ ] Vendor Setup Start Time
[ ] Final Vendor Confirmation Date
[ ] Key Milestone 1 Notes (e.g., Catering Menu Selection)
[ ] Event Day - Arrival of Entertainment

--- SETUP & DECOR ---
[ ] Table Centerpiece Style (Floral Arrangements, Candles, Themed Props, Minimalist Decor)
[ ] Number of Balloons
[ ] Lighting Type (String Lights, Uplighting, Spotlights, Lanterns)
[ ] Decor Inspiration Image
[ ] Detailed Decor Instructions
[ ] Number of Chair Covers
[ ] Theme Consistency Check (Consistent, Minor Adjustments Needed, Significant Adjustments Needed)

--- EVENT DAY EXECUTION ---
[ ] Arrival Time of Key Staff
[ ] Vendor Staging Area Confirmed?
[ ] Guest Count (Actual)
[ ] Sound/AV Equipment Check (Microphones, Speakers, Projector, Lighting)
[ ] Bar Service Status (Ready, Pending, Issue)
[ ] Notes/Incidents During Event
[ ] Food Service Status (On Time, Delayed, Issue)

--- POST-EVENT WRAP-UP ---
[ ] Total Event Expenses
[ ] Total Revenue Generated
[ ] Profit/Loss
[ ] Vendor Performance Feedback
[ ] Guest Feedback Summary
[ ] What worked well? (Venue, Catering, Entertainment, Marketing, Staffing, Other)
[ ] Areas for Improvement (Venue, Catering, Entertainment, Marketing, Staffing, Other)
[ ] Final Payment Due Date

--- END OF TEMPLATE ---
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