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Event Planning Checklist

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Weddings, Parties, Business

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  • Responsible
  • Remarks
  • Completed
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  • 4 - 6 Months / 1 Year Ahead

  • 1
    Reserve hotel rooms for out of town guests / VIPs (if applicable)
  • 2
    Create a budget
  • 3
    Estimate all event costs (e.g. Equipments, food and beverages, rental, etc.)
  • 4
    Choose and confirm caterer (if necessary)
  • 5
    Order souvenirs, give away items (if applicable)
  • 6
    Select and order recognition items (if applicable)
  • 7
    Create a separate guest list for VIPs (if applicable)
  • 8
    Create preliminary guest list categories
  • 9
    Identify presentations and confirm program speakers / entertainers
  • 10
    Recruit event committee / event team and manager / volunteers
  • 11
    Create publicity plan & brand your event
  • 12
    Determine promotional plan
  • 13
    Determine event goals, objectives and target audience
  • 14
    Develop an event master plan
  • 15
    Develop rain plan for outdoor events
  • 16
    Identify, reserve venue and negotiate details
  • 17
    Select date and time of event
  • 18
    Identify and contact program sponsors / partners
  • 3 - 4 Months Ahead

  • 19
    Design and get approval of printed invitations and other printed materials
  • 20
    Determine decorations (e.g. Colour scheme / theme)
  • 21
    Arrange and reserve all equipments (eg A/V equipments, parking, signages, shuttles etc.)
  • 22
    Set registration fees and enable online registration
  • 23
    Finalise and get approval of guest list (including VIPs)
  • 24
    Request and collect speakers/VIPs' bio information, photo, etc
  • 25
    Send save-the-date announcements to guests
  • 26
    Schedule photographer / videographer (if applicable)
  • 27
    Identify and prepare licenses, permits, insurance, etc.
  • 28
    Contact mail services to coordinate printed material mailing (for large quantity)
  • 29
    Create logistical outline for all arrangements as decided on and confirmed
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