Create a Marketing Event Checklist

1. Create a Word document with checkboxes where you can start building a checklist template.

2. Write the event’s name, the date, and purpose at the top of the document.

3. Divide the checklist into three sections: Pre-event, The Big Day, and Post-event.

4. List all the activities and details to be reviewed ahead of the event in the Pre-event section. Break down every activity into its separate parts to make sure that you don’t skip any step.

Items to be reviewed include: Choosing the date and location, setting the budget and compensations, contacting sponsors, getting any necessary approvals from local authorities, setting the event schedule, scheduling speakers and topics, sending invitations, handling marketing, PR, and promotion. You might also need to contract catering services, a sound engineer, and photographers for in-person events.

5. Ask the event coordinator about any insurance or risk-assessment related obligations that you should take care of, and add everything to your checklist in the Pre-event section.

6. List all the activities you need to overview during the event in the second section: registering and seating guests, handling badges and marketing materials, or live social media posting.

Keep the list of activities for the day short. Add two or three emergency contacts you can call in case of incidents.

7. List activities like sending thank you emails and surveys for participants, monitoring media coverage, handling post-event social media, and having a post-event reunion with your team in the Post-event section.

Ideally, you prepare all post-event activities before the event, so you can simply execute them when the time comes, for example, prepare the survey before the event, so you can get it to attendees while their memories are fresh.

8. Share the checklist with your team, assign roles to each team member, and ask them to add any missing items on the list.

Make sure your team knows who is doing what. Accountability is extremely important when it comes to event management. Also make sure that you set performance standards, so everyone knows what is expected on the big day.

9. Update the checklist based on your team’s feedback and upload it to a shared drive or management platform, where all people involved in the event can get quick access and track progress.