How to Plan The Ultimate Event Planning Checklist

Posted on Wed 8 July 2015 at 5.06PM
Categories: Features, Tips

event planning checklist image

Whether you're planning a sports event, school concert, festival or conference, here's a guide on how you can plan a checklist for the key things you need to do to pull together the perfect event.

1. Set objectives
2. Plan
3. Consider Health & Safety
4. Consider Accessibility
5. Provide Refreshments
6. Set a Budget
7. Promote Your Event
8. Ask for Feedback

1. Set objectives

Define clear goals and objectives from the offset for what you'd like to achieve, for example:

  • Do you want to raise funds?
  • Are you aiming to raise awareness of your venue or organisation?
  • Do you want to attract a new audience to your events?
  • Do you want to sell 25% more tickets than your last event?

2. Plan

Allow yourself plenty of time and Plan - Plan - Plan!

Make a schedule and stick to it. When organising events, the time can very quickly slip away. Keeping a schedule will allow you to see your progress and pick up the pace when needed. Think about what you can delegate and ensure that you have regular meetings with relevant team members. 

If regular face-to-face meetings are impractical, consider using a video-calling service to ensure that those who are unable to attend can still touch base on how the event is developing and continue to move forward.

3. Consider Health & Safety

If you are using a venue that you have not used previously, or are holding an outdoor event, don't forget to think about the health and safety of your attendees. Do you have someone who is someone responsible for first aid? There may be someone in your team who is already trained, so be sure to ask around.

4. Consider Accessibility

Keep in mind that some attendees may have difficulty accessing your venue. Consider choosing a more accessible venue if possible, for those customers who have specific mobility requirements. 

If this is impractical, make it clear during the booking process that the venue is not wheelchair accessible or is unsuitable for those with mobility issues.

5. Provide Refreshments

If your venue doesn't have a licensed bar, you will need an alcohol licence. Your local council will be able to provide advice on this. And if you are selling food, you need to ensure that all preparation complies with the Food Safety Act.

6. Set a Budget

Set a budget for the event from the beginning to avoid any hiccups along the way. Don't forget to factor in insurance or licence fees, which may get forgotten about, amidst the excitement of organising your event.

If you could benefit from getting your event revenue upfront in order to fund aspects of the event, then consider plugging Stripe into your TicketSource account which will enable you to get your money on a 7-day rolling basis as ticket sales come in.

7. Promote Your Event

Make sure you start promoting your event early, to let as many people as possible know about your event.

With TicketSource, there are a number of tools available to increase your event promotion:

  • By using your unique TicketSource URL when posting to Facebook, a 'Book Now' button will automatically be added to your post. This will allow customers to click the button and be taken directly to your TicketSource sales page

  • There's a TicketShop app you can embed into your own Facebook Page or website to allow customers to buy tickets without leaving those sites to book. For more information on how to do this, take a look at our TicketShop app post, and see how you can sell more tickets online

  • Your events listed on What's On websites

  • We Tweet your event details to our regional Twitter feeds three times in the run up to your event.

8. Ask for Feedback

After the event, consider asking customers and team members for feedback. This can provide useful insights to inform future decisions to help with your event marketing. 

If you have a TicketSource account, the Event Run Summary can give you useful information on which of your sales channels were most successful, in order for you to invest more money and time in the areas that provided a beneficial return.

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