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Free Checklist · Eventify Solutions

Event Planning Checklist

A practical checklist for corporate events, launches, seminars and celebrations, from first idea to post-event follow-up.

For: Anyone organising a business or private event, large or small

01Foundations

Write the purpose of the event in one sentence.
Define the audience and an estimated guest count.
Set the total budget, including a contingency.
Choose a date and check for clashes with festivals or local events.
Name one person who makes final decisions.

02Venue and logistics

Visit shortlisted venues in person.
Check capacity, parking, accessibility and restrooms.
Confirm power backup and internet availability.
Review venue rules on decor, sound levels and timing.
Obtain any permissions or licences required.
Get the venue booking and terms in writing.

03Suppliers

Book catering and confirm menu, quantities and dietary options.
Book sound, lighting and AV equipment.
Arrange decor, stage and branding materials.
Book photography and videography.
Collect contact details and arrival times for every supplier.
Confirm payment terms and deposits with each supplier.

04Guests and communication

Prepare the guest list and send save-the-dates.
Send invitations with a registration or RSVP link.
Collect dietary and accessibility needs.
Schedule reminders one week and one day before.
Prepare directions, parking and on-the-day contact details.

05Programme and on the day

Write a minute-by-minute run of show.
Brief speakers, hosts and performers.
Test presentations and videos on the actual equipment.
Assign a clear role to every team member.
Prepare check-in lists, badges and signage.
Keep a backup plan for power, sound and weather.
Keep a first-aid kit and emergency contacts at hand.

06After the event

Send thank-you messages to guests, speakers and suppliers.
Share photos or highlights.
Follow up on every enquiry or lead.
Collect feedback from guests and your team.
Reconcile the budget and settle final payments.
Note lessons learned for next time.

© 2026 Eventify Solutions, Thiruvananthapuram. Free to use for your own business planning.

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