Large-scale Event Checklist

It is good to spread out your tasks across a year (or more!) before to the event because arranging a large-scale event takes a lot of time. Your timeframe for organising a sizable event should resemble this:

12 to 16 months prior to the event

• Establish objectives, including the purpose of the event, the event value proposition, and the target attendance.
• Set the date.
• Establish a budget and update it regularly as you go.
• Choose an event format or a theme.
• Book the venue.
• Research speakers.
• Launch your event marketing campaign.
• Determine if you want sponsorship for your event, and reach out. Choose sponsors that align with your company and your attendees.

8 to 11 months prior to the event

• Finalize speaker contracts, and get them signed.
• Create the venue layout – use event diagram software to make things easier.
• Finalize venue details – ensure you have A/V equipment and Wi-Fi, adequate parking, security, accessibility features.
• Review and finalize budget.

3 to 7 months prior to the event

• Finalize the menu, working with the caterer to ensure all dietary requirements are met.
• Manage speaker travel arrangements.
• Get speaker bio info and photos.
• Make sure all contracts are signed.
• Get all permits, licenses, and event insurance.
• Order event merchandise and promotional materials.
• Collect and make final payments.
• Put together a draft of the event schedule.

1 to 2 months prior to the event

• Organize a visit to the venue for the team to do a walk-through.
• Send reminders to attendees on email and social media.
• Check in with speakers and panelists to see if they have questions or concerns.
• Push last-minute prospective attendees to register.
• Review event materials, including programs, the event app, and branded swag.

Week of the event

• Confirm vendor arrival set-up and break-down details.
• Provide final registration numbers to the venue and caterer.
• Double-check the A/V equipment and wifi.
• Train volunteers, greeters, and hosts.
• Final venue walkthrough.

1 day to 2 weeks after the event

• Send post-event survey to attendees.
• Send thank-you notes to volunteers and speakers (as well as donors and sponsors, if applicable).
• Debrief the team. Discuss post-event survey results, how did the PR event went well, and what you will improve on next time.