Event Planning Checklist – 4 Secrets and What NOT to Include

board, chair, room, conference, meeting

Written by Tim Grable

March 4, 2017

Your standard event planning checklist is meant to cover some important aspects. However, there are some secret details most organizers have not heard about.

They are relevant to different types of events and will take you one step closer to achieving your goals.

Be it a charity or a corporate event, fulfilling specific objectives is a way of measuring success. So, in the following lines, you will find out about four secrets that will help you complete this task.

1. Consider the Location Amenities the Venues Offer

Event Planning Checklist - 4 Secrets You Didn't KnowIf you look closely on your event planning checklist, you will see that securing a location is maybe the most important step.

Granted, finding the perfect one for your event and guests is hard to pull off. However, before you sign anything, there are some other aspects to take care of.

Ask if the location where the event is hosted has WiFi coverage. Ask if you need to bring your projector – in case you need one – or if they can provide one.

Also, find out if there is any air conditioning or heating. Go over any aspects that may improve the comfort of your guests.

Write in your event planning checklist things that are easy to overlook, so that you accidentally don’t forget about them:

  • Parking
  • Elevator access (if needed)
  • The quality of the lighting (can impact the atmosphere)

2. Check on the Competition

Having a certain number of guests at your event is one of your goals, for sure. Ideally, you want all of the seats occupied. However, to make that happen, you will have to do a little research.

See if there are any other important events taking place on the same day as yours. Try to understand if the target audience is the same as yours. If that is the case, see if you can adjust your event’s date.

3. Include Entertainment on Your Event Planning Checklist

mic, stage, speaker

Entertainment is another secret you need to plan carefully. Failing to do so might cripple your event and your chances of achieving your goals.

When looking for entertainment for your event, you first need to do an analysis of your audience:

  • How old are they?
  • What do they like?
  • What topics interest them?
  • Will there be kids in the audience?

After you have figured out the answers to the above questions, it is time to make a choice. You can go to The Grable Group’s database of talents.

You have access to a vast selection of renowned entertainers with top-notch shows.

4. Don’t Neglect the Food and Atmosphere

The secret to offering the perfect food selection is asking your guests about their preferences prior to the event.

Some of them might have allergies or prefer vegan food. When you know everyone’s preferences, run them by the venue’s kitchen. In case they cannot comply, try to look for a caterer.

When it comes to atmosphere, your event planning checklist should include:

  • Lights
  • Decor
  • Music during coffee breaks

What NOT to Include in Your Event Planning Checklist

So here you are at it again – you have to organize an event, and of course, you wish for it to be flawless.

So how about, instead of thinking of must-haves on your event planning checklist, you reverse the process and think of actions you should not take? 

This way, you make sure you do not let event planning blunders creep in and eat up your precious time.

So, let us proceed and learn what checklists should not, under any circumstances, contain.

Insufficient Event Setup Time

Sure, the end point of your planning efforts are the event days.

However, have you ever really prioritized the setup time to these days rather than the days themselves?

What NOT to Include in Your Event Planning Checklist

If you think of it, it makes sense that you plan the hours leading to an event day in minute detail. 

So, what you should make sure you do not leave aside is enough time allocated to setting up the event. From the venue to the food and guest transportation, you can have a clear overview of what is going to happen and thus potentially foresee issues and then act on them in time.

So, a lack of time allocated for event day preparations – this is an absolute ‘don’t.’ You do not want to lose credibility and impact because people see you and your team running around when the event is supposed to be unfolding.

Insufficient Number of Volunteers during Event Days

If you plan a trade show or a corporate convention, you cannot have enough volunteers.

That is why you should not include in your event planning checklist a small number of volunteers – even though they are very involved and reliable.

You need sufficient team members to be in different places at different times, tackling anything which could intervene.

Choices Made out of Personal Preference

It is a quite commonplace observation that an event planner should not mix personal preference into their planning processes. This should happen naturally because, by doing so, they face the risk of missing the point of an event.

Of course, the goal is not to please everyone, but choose a dull conference room when your audience is roughly millennial, and you could lose them from the moment they step into the venue.

So, the idea is that you do not include personal choices in your event planning checklist. Instead, strive to inform any decision by profiling your audience very thoroughly and reaching a middle ground between their expectations and the options you have at hand.

An Insufficiently Researched Entertainment Choice

While picking the performer(s) at your events, it is better if you leave aside the ones you cannot find enough background information or references for.

It is vital that they perfectly fit your event profile and that they are skilled in delivering precisely the message you need to convey.

message, white board

Be at the Top of Your Game with a Fitting Event Planning Checklist

We do not deny it; it is not easy to reach an ideal formula for your event checklist. It takes practice and continuous preoccupation with perfecting your planning workflow.

That is why we are constantly delivering event planning tips and entertainment suggestions through our weekly posts on The Grable Group website.

These are just four of the secrets and some of the things not to include in your event planning to organize a successful event.

So, what you should put on your event checklist is a phone call to an event booking agency or a few days for thorough research. In each case, The Grable Group can assist you along the process so that you fit the entertainment section seamlessly into your plans.   If you have any questions you can contact us online – we are more than happy to help you.

To learn more about the secrets of a professional event planning checklist, go ahead and subscribe to our newsletter.

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