Multi-Day Event Planning Checklist

If you’re panicking about planning a multi-day event in short 6 months, we’ve put together checklist to help guide you in the right direction.

6 Months Before the Event:

• [ ] Determine the purpose, theme, and goals of the event
• [ ] Set the date and duration of the event (3 days)
• [ ] Identify and book the venue, considering accessibility, capacity, and amenities
• [ ] Develop a preliminary budget
• [ ] Begin reaching out to potential sponsors and partners
• [ ] Determine event technology needed. (e.g. registration web site, event app, kiosks, badge printing, etc.)
• [ ] Create a marketing and promotional plan
• [ ] Identify and contact potential speakers, panelists, host or facilitators, and special guests

5 Months Before the Event:

• [ ] Finalize the venue contract and make necessary deposits
• [ ] Apply for required permits
• [ ] Confirm speakers, panelists, hosts/facilitators, and special guests
• [ ] Develop a detailed schedule and agenda for the event
• [ ] Begin designing and creating promotional materials (e.g., website, social media graphics, flyers)
• [ ] Launch ticket sales and registration
• [ ] Secure event insurance
• [ ] Research and negotiate hotel room blocks for attendees

4 Months Before the Event:

• [ ] Continue marketing and promoting the event through various channels
• [ ] Plan and organize event activities, workshops, networking sessions, and any off-hour or partnership/sponsored experiences
• [ ] Coordinate with speakers, panelists, and special guests regarding their requirements and logistics
• [ ] Identify and contact potential vendors (e.g., catering, photography, videography)
• [ ] Arrange for event technology (e.g., audio/visual/lighting equipment, Wi-Fi)
• [ ] Plan transportation options for attendees (e.g., shuttles, ride-sharing)

3 Months Before the Event:

• [ ] Finalize the event schedule and agenda
• [ ] Confirm event technology and equipment rentals
• [ ] Secure vendors and service providers
• [ ] Continue promoting the event and encouraging registrations
• [ ] Develop a detailed logistics plan, including vendor load-in/out schedule, installations, transportation and parking

2 Months Before the Event:

• [ ] Finalize all promotional materials and continue marketing efforts
• [ ] Coordinate with the venue regarding event setup, layout, and requirements
• [ ] Confirm catering menus and dietary requirements
• [ ] Finalize workshop and activity materials and supplies
• [ ] Create visual presentations and videos
• [ ] Send reminders and updates to registered attendees

1 Month Before the Event:

• [ ] Conduct a final walkthrough of the venue
• [ ] Confirm final attendee numbers and update vendors and service providers
• [ ] Finalize seating arrangements and room assignments
• [ ] Prepare welcome packets, name badges, and event materials
• [ ] Coordinate with volunteers and staff on assignments and event support

1 Week Before the Event:

• [ ] Send final reminders and updates to attendees, speakers, and vendors
• [ ] Confirm arrival times and logistics with speakers, panelists, and special guests
• [ ] Conduct a final review of the event schedule and logistics
• [ ] Prepare contingency plans for potential issues or emergencies
• [ ] Ensure all event materials, supplies, and equipment are ready

During the Event:

• [ ] Manage event setup and teardown
• [ ] Coordinate with venue staff, vendors, and volunteers
• [ ] Facilitate workshops, activities, and networking sessions
• [ ] Provide support and assistance to attendees, speakers, and special guests
• [ ] Monitor and address any issues or concerns that arise

Post-Event:

• [ ] Send follow-up surveys and thank-you notes to attendees, speakers, and vendors
• [ ] Compile event photos, videos, and testimonials for future promotional use
• [ ] Evaluate event success and gather feedback for future improvements
• [ ] Settle final invoices and payments
• [ ] Organize and archive documents for future references

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The success of your event depends on a well organized plan and experience team for a smooth execution. We have over 15 years of event strategy and production experience. If you need more assistance, please contact us.