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.

Do Everything With Pride.