If you’ve ever planned an event, you know that the details can become overwhelming. Every planner’s best friend? A detailed checklist! Keeping a tab on everything you’ll need to remember – and when you’ll need to set it into motion – makes all the difference.
At Redstory, we’ve planned and executed countless events of all shapes and sizes. In the process, we’ve noticed a few key details that seem to be left off of most event planning checklists – so today, we’re here to share them. As you’re planning your next event, add these often overlooked details to your list for smooth sailing in your planning from start to finish.
In the weeks and months before your event, you can set yourself up for success by setting a few important things in motion.
Before you even make your first decision, get your event strategy squared away! The why must come before the what. What is the purpose of the event? What are your desired KPIs or action steps? Once you’re clear about your strategy, you can make practical decisions that support your goals.
In a crowded online world, consistent marketing has never been more important. Don’t put together a fantastic event without telling your audience about it over and over! Post event updates, keynote speaker announcements, and registration links consistently on social media – and don’t forget to email your subscribers, too!
At some point in the planning process, every event stumbles into an unexpected expense. An event planning budget can be hard to estimate perfectly sometimes, but under-budgeting can create some serious stress when those unplanned needs pop up. To err on the side of caution, it’s wise to estimate more in each line item than you think you’ll need.
You’ll need more money than you think – but you may also need a larger team than you imagined. Create a detailed list of every part of your event that will require staffing, from registration, to catering staff, to sponsorship coordinators, and stage managers. The old adage “many hands make light work” rings true! You’ll avoid stress within your team and create a seamless experience for your attendees by simply having enough hands on deck.
We’ve learned that attendees really appreciate reviewing the schedule before they arrive. People like to know what to expect! List a detailed schedule on your website and keep it up to date, noting any changes in times, speakers, or locations. You’ll answer many questions before they’re even asked, and allow your attendees to make a plan for their experience before they even arrive.
Have you ever been to a breakout session that was so overcrowded, you couldn’t find a seat? How about a session in a large space with dozens of empty chairs and only a few people? Avoid both of these uncomfortable situations by pre-registering each breakout session or experience.
There’s nothing worse than being hungry at an event. Keep your attendees nourished and happy by taking dietary restrictions and preferences into consideration! Plan to offer a variety of options, whether you’re offering a sit-down dinner, on-the-go snacks, or happy hour appetizers, and don’t forget to ask about food allergies and preferences in the registration process.
We hope every event goes off without a hitch, but it’s always best to be prepared in advance for potential hiccups that may arise.
No matter what kind of event you’re planning, this is an essential step. Often, planners only consider liability forms for events that include adventures or activities, but keeping your company protected from legal trouble is important across the board. Check with your venue and vendors about their policies for this, too – simple accidents like tripping on a chair or burning a hand on a hot coffee carafe should be covered.
Are you serving alcoholic beverages at your event? Playing music or video? Make sure you’ve secured all the necessary licenses and permits before the event begins. Your venue may have permits for these things, but it’s important to double check – and to make sure those permits cover you, too.
We’re not just talking about first aid (although that’s important)! Your emergency kit could include anything from batteries for a last minute dead microphone to scissors for stubborn packaging to a notepad and pens to jot down reminders in the “day-of” craziness.
What are your event attendees experiencing as they pull into the venue, stand in line to check in, or wait for the first speaker to take the stage? Don’t forget that your event “starts” long before the schedule actually begins. Want to create an immersive pre-show experience? Partner with us at Redstory for your custom MiCircle experience and wow your audience before anyone even takes the stage.
We’re firmly in the digital age, so make sure your attendees have a seamless tech experience. Ensure that the venue offers easy WiFi connectivity and has enough bandwidth for your party size. And don’t forget to set up charging stations for attendees to pause and give their phones a battery boost throughout the day. This way, your attendees can stay engaged and avoid leaving to charge their phone in their hotel room or car.
From misplaced jackets to lost wallets, things tend to go missing as crowds move from space to space. Make sure you have a designated lost and found space, a team member to manage it, and clear announcements to attendees so they know where to find it.
Even if you’re not offering complete meals or cocktail hours at your event, refreshments like water, coffee, and snacks are a staple at every event. Don’t forget to serve your team, too. Creating a separate space or lounge for employees and volunteers will ensure that your team has a place to put their belongings and to re-energize and power through from start to finish.
Which of these tips are you adding to your next event checklist? Avoid common event planning mistakes for good by keeping these items in mind and trust that your next event won’t be missing a single thing!