Event Planning Checklist Template: Venue, Logistics & Vendor Management
Simplify event planning! Our comprehensive checklist template covers venue selection, logistics coordination, vendor management & more. Download now for stress-free event execution.
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Venue Selection & Booking
Tasks related to finding, evaluating, and securing the event venue.
Desired Venue Location
Estimated Guest Capacity
Desired Event Date Range
Venue Type Preference
Budget Allocation for Venue
Venue Requirements & Preferences (e.g., accessibility, aesthetics)
Photos/Videos of Potential Venues
Budget & Financials
Tracking expenses, managing payments, and ensuring financial compliance.
Total Event Budget
Deposit Paid (Venue)
Catering Costs Estimate
Entertainment Costs Estimate
Marketing & Advertising Costs
Payment Due Date (Venue)
Payment Method
Notes on Budget Tracking
Permits & Legal Requirements
Securing necessary permits, licenses, and ensuring legal compliance.
Event Permit Required?
Permit Type (e.g., Noise, Alcohol, Assembly)
Permit Application ID/Reference Number
Permit Application Submission Date
Permit Expiration Date
Alcohol License Required?
Alcohol License Number
Notes/Special Requirements from Permit Authority
Logistics: Transportation & Parking
Planning for guest and vendor transportation, parking arrangements, and accessibility.
Venue Address
Estimated Guest Count
Parking Options Provided?
Transportation Modes Offered (Select all that apply)
Shuttle Booking Confirmation Date
Shuttle Departure Time (First Trip)
Number of Designated Parking Spaces
Parking Instructions/Notes for Guests
Logistics: Catering & Food Service
Managing food and beverage service, dietary restrictions, and vendor coordination.
Catering Style
Estimated Guest Count
Dietary Restrictions (Select all that apply)
Other Dietary Restrictions Details
Catering Menu
Tasting Appointment Date
Estimated Catering Budget
Service Style (e.g., Full Service, Drop-off)
Logistics: Setup & Production
Coordinating stage setup, audio-visual equipment, lighting, and other production elements.
Stage Dimensions (Width x Height)
Speaker's Platform Location
Floor Plan/Site Map
Sound System Type
Number of Tables Required
Scheduled Setup Time
Specific AV Requirements/Notes
Lighting Type
Vendor Management: Contracts & Coordination
Managing vendor contracts, communication, and ensuring service delivery.
Vendor Name
Contact Person
Contract Value (£/$)
Contract Start Date
Contract End Date
Key Contract Terms & Notes
Contract Document
Payment Schedule
Vendor Management: Entertainment & Performers
Planning and coordinating entertainment, performers, and speakers.
Entertainment Type
Performer Name/Band Name
Performance Duration (Hours)
Contract Signed Date
Performance Fee
Contact Person
Contract Document
Technical Rider Required?
Guest Management & Communication
Managing guest lists, RSVPs, communication, and registration.
Total Guest Count
RSVP Deadline
RSVP Date
RSVP Method
Communication Notes (e.g., special instructions)
Dietary Restrictions (Select all that apply)
Allergy Notes (Specify any allergies)
Guest List File (CSV/Excel)
Event Day Execution
Tasks to be completed on the event day for smooth operation.
Arrival Time of Key Staff
Staging Area Check-in Point
Guest Count (Actual)
AV Equipment Functionality Check
Event Coordinator Sign-Off (Morning)
Notes/Issues Encountered (Morning)
Date of Event
Post-Event Follow-Up
Tasks related to post-event evaluation, vendor payments, and guest feedback.
Date of Final Vendor Payments Due
Total Event Expenses (Actual)
Post-Event Debrief Notes (Team Feedback)
Overall Event Success Rating
Final Vendor Invoices (for Records)
Areas for Improvement (Select all that apply)
Summary of Guest Feedback (from Surveys/Comments)
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