The Event Planning Checklist You Didn’t Know You Needed
Pulling off a flawless event requires careful planning and preparation. With a number of moving parts to manage, it’s easy for some action items to get lost in the fray. But the process of planning an event doesn’t have to be overwhelming. Armed with a bit of foresight and a thorough event planning checklist, your conference, annual meeting or trade show is guaranteed to get rave reviews from attendees. As we kick back into gear with in-person events, our comprehensive event planning checklist breaks down every step of the process to help you navigate the intricacies of event planning, at every phase:
A printable version of this event planning checklist is available free for download.
The Planning Phase
Event planning for larger events and conferences ideally begins 8-12 months prior to the event. Be sure your organization’s initial discussion around the event includes these event planning checklist items:
Draft a budget to submit for approval. Consider the cost of:
EXPERT TIP: A mobile app created specifically for the event can be an excellent way to track goal performance,
such as live event app polling and registration tracking through mobile check-in.
Determine your goals for the event:
Search for sponsorships:
Propose potential dates for the event:
Research ideal venues:
Consider event merchandise:
Consider your catering options:
Plan your entertainment and speakers:
The Preparations Phase
Once you’ve gotten your budget approved and plan prepared, you can begin to execute the initial steps in the event, conference or trade show. Expect to finalize topics discussed in the initial planning steps around 4-6 months before the event. This is the phase where you begin executing the plans you’ve previously laid out.
Make a decision on the venue:
Book your desired speakers and entertainment:
Order branded merchandise:
Book your caterer:
Create a mobile app specifically for the event:
Draft a tentative schedule for how the event will unfold:
The Promotional Phase
About 2-4 months prior to the event, your organization should launch marketing efforts (although more time may be needed depending on the scale). Complete the crucial event marketing checklist items below, to draw your target number of attendees:
Create event website with online registration setup:
Launch marketing campaigns and build marketing collateral:
EXPERT TIP: Include the download information for your conference app on all marketing materials to drive downloads.
EXPERT TIP: Ask yourself, what does my ideal attendee read? Where to they shop? Where do they live?
What do they watch, or listen to?
Send event reminders:
The Finalization Phase
The finalization phase should occur around 4 weeks prior to the event. This is your chance to:
Finalize venue layout and set up:
Make event materials available on your event mobile app:
Confirm planned activities are in order:
The Post-Event Phase
After the event is over, there are just a few more steps your organization must take to wrap things up, including:
Measure event success against pre-established goals:
Manage finances and receipts:
Take Your Event to the Next Level With MobileUp
Having a strong and thorough event planning checklist is integral to organized event planning. A custom branded mobile app for the event not only supports you throughout the planning phase, it can be essential to driving attendee engagement the day of. On a larger scale, your mobile presence in members’ lives should be consistent, not episodic.
A year-round app solution like Engage 365 from MobileUp can drive year round engagement for your company, while helping you build your brand and cultivate an atmosphere of member communication and retention. MobileUp is a leader in the creation of cost-effective conference and event mobile apps that enhance the guest experience. Having a branded mobile app condenses all of your event resources and communication efforts in one place, making sure your event runs as smoothly as possible. Alleviate the stress of event planning with MobileUp today.
Recent Articles from MobileUp
26,000-strong Real Estate Association Embraces Mobile App Platform for Engagement and Conferences
Missouri REALTORS® works as an advocate for its 26,000 members to safeguard real property rights and provide essential resources to advance the professional role and success of real estate agents across Missouri. The organization is 100% member-driven and serves as a primary educational, information, and business resource for its members in support of Missourians’ pursuit of
Credit Union Network Finds MobileUp a Feature-rich, Low-priced Solution for Events
The Minnesota Credit Union Network (MnCUN) works to ensure the success of its 90 plus member credit unions, and their 4,000 plus employees, by providing leadership, political advocacy, and education. When MnCUN decided to replace its older, higher priced, event mobile app, it found the feature-rich, lower-priced GoEngage platform from MobileUp. MnCUN not only runs
Nurse Anesthetists Association Launches Effective App in Record Time
The North Carolina Association of Nurse Anesthetists (NCANA) represents more than 3,100 Certified Registered Nurse Anesthetists (CRNAs) and students, and hosts 300 members and guests each year for its Annual Meeting. NCANA’s executive director used the MobileUp platform to create a mobile app for the Annual Meeting that simplified attendee communications, eliminated paper documents, and
Dallas Bar Association sees quick benefits after launching their member mobile app
The Dallas Bar Association (DBA) serves and supports its 11,000 plus members by providing connection, building legal skills, and presenting opportunities to serve the community. In doing so they present continuing legal education programs, public forums, and offer thirty sections, which cover a variety of legal practice areas, and thirty committees, covering everything from peer assistance to law-related education. To streamline
New IACP mobile event app downloaded by 85% of attendees
With over four hundred attendees annually, the IACP Annual Conference & Trade Show is the premier industry event for behavioral health community providers and industry professionals in Iowa. IACP uses the GoEngage platform from MobileUp to provide attendees a better conference experience by putting everything in the IACP Mobile App including the conference schedule, sponsor
How To Select, Build, and Manage a Mobile App Platform for Your Event
Running a successful event can pay dividends for your organization throughout the year and beyond. The best events provide opportunities to share and develop knowledge and insights among attendees, create valuable professional and personal connections, and strengthen the affinity attendees feel toward your organization. Further, they unlock positive value between event hosts and sponsors—delivering valuable