Event Planning Project Checklist Template
Plan flawless events every time! Our Event Planning Project Checklist Template ensures you cover every detail, from venue scouting to post-event wrap-up. Stay organized, manage budgets, and deliver exceptional experiences with this essential project management tool. Download now and stress less!
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Concept & Planning
Initial brainstorming, goal setting, budget creation, and defining event scope.
Event Concept & Theme Description
Estimated Attendee Count
Target Event Date
Event Type
Initial Budget Allocation
Key Event Objectives
Target Audience Demographics
Venue & Logistics
Securing the venue, managing catering, transportation, and other logistical requirements.
Venue Address
Venue Booking Date
Venue Capacity
Venue Layout Notes
Catering Provided?
Number of Tables Needed
Venue Walk-Through Date
Venue Amenities Confirmed?
Vendor Management
Identifying, selecting, and coordinating with all event vendors (photographer, DJ, florist, etc.).
Vendor Category
Vendor Name
Contact Person
Quote Received (USD)
Notes/Special Requirements
Contract Status
Contract Document
Marketing & Promotion
Planning and executing marketing strategies to promote the event and drive attendance.
Define Target Audience
Marketing Budget Allocation ($)
Primary Marketing Channel
Marketing Channels to Use
Marketing Campaign Start Date
Marketing Campaign End Date
Sample Marketing Material (Image/Video)
Budget & Finances
Tracking expenses, managing payments, and ensuring the event stays within budget.
Estimated Total Budget
Actual Total Expenses
Budget Variance
Payment Schedule
Deposit Amount (if applicable)
Payment Due Date (Vendor 1)
Notes on Budget Adjustments
Budget Spreadsheet
Registration & Ticketing
Setting up registration processes, managing ticket sales, and handling attendee inquiries.
Total Tickets Available
Tickets Sold
Tickets Remaining
Ticket Type
Price per Ticket
Registration Deadline
Registration Terms & Conditions
Payment Method Accepted
Content & Program
Developing the event agenda, speakers, entertainment, and overall program flow.
Event Theme Description
Entertainment Options
Speaker 1 Presentation Date
Speaker 1 Presentation Time
Speaker 1 Name
Speaker 1 Bio/Description
Presentation Length (minutes)
Presentation Format
On-Site Management
Preparing for the event day, managing volunteers, and addressing any on-site issues.
Arrival Time of Key Staff
Emergency Contact Point
Total Volunteer Count On-Site
Equipment Check: Audio, Visual, Lighting
Weather Contingency Plan Activated?
Incident Report Log (if applicable)
On-Site Manager Sign-Off
Post-Event Evaluation
Gathering feedback, analyzing event success, and documenting lessons learned.
Total Attendance
Budget Variance (Actual vs. Planned)
Overall Event Success (Scale of 1-5)
What worked well?
What could be improved?
Which marketing channels were most effective?
Attendee Feedback Summary (Key Themes)
Legal & Permits
Ensuring compliance with all necessary permits, licenses, and legal requirements.
Event Permit Required?
Permit Application Number (if applicable)
Permit Application Submission Date
Permit Expiration Date
Notes on Legal/Permit Requirements
Noise Ordinance Compliance?
Copy of Event Insurance Certificate
Project Management Solution Screen Recording
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