Why Checklists Matter in Events
Event management is the art of managing 200 interdependent variables. Experienced event managers don't trust their memory — they trust their systems. This checklist is ours.
90 Days Out
- Lock the venue and sign the contract (read the small print on force majeure)
- Confirm the event date with all key stakeholders
- Define objectives, success metrics, and audience profile
- Set the budget with 10% contingency buffer
- Begin supplier outreach: AV, catering, décor, entertainment
- Brief the venue on technical requirements
- Open registration
60 Days Out
- Confirm speaker lineup and send briefing documents
- Finalise catering menu with dietary requirements data
- Commission graphic design: signage, name badges, programme
- Brief photographers and videographers (share the run of show)
- Finalise the event app or digital programme
- Send save-the-dates and registration reminders
30 Days Out
- Confirm final headcount with venue and caterers
- Share detailed run of show with all speakers and suppliers
- Conduct a venue site visit with key suppliers
- Print all materials (order 10% more than expected attendance)
- Brief front-of-house staff on event flow and guest experience
- Set up registration system and test it end-to-end
7 Days Out
- Send confirmation emails to all registered attendees
- Confirm AV load-in time and logistics with venue
- Prepare speaker green room and briefing packs
- Pre-position all branded materials and signage
- Share emergency contact list with all team members
Day Before
- Full venue walkthrough with lead producer
- AV and lighting rehearsal
- Catering delivery confirmed and inspected
- All printed materials on-site and accounted for
Day Of
- Arrive 2 hours before first guest
- Team briefing: 30 minutes before doors open
- Registration desk staffed 45 minutes before start
- Photographer and videographer briefed on shot list
- Identify and brief designated guest experience leads
Day After
- Thank-you email to all attendees (within 24 hours)
- Debrief with your team (within 48 hours)
- Send highlights reel and speaker materials (within 72 hours)
- Reconcile final budget
- Supplier invoices and feedback submitted within 2 weeks
