The Event Planning Checklist You Might Have Missed – Impact AV Solutions
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The Event Planning Checklist You Might Have Missed

We understand that planning an event, whether in-person, virtual or hybrid, isn’t an easy task. There are so many items to consider and tackle during the months leading up to your event!

Even the most polished event planner can miss a few things on their event checklist during that time. Below we’ll highlight those often-forgotten things that you should add to your event checklist! 

1. Create your pre-event checklist

If you haven’t created one yet, here is your cue to create one! Some of the most important steps are before your event begins. Planning your event early with a checklist ensures that your event goes smoothly and is a success!

2. Look for competing events

There is nothing worse than spending months planning an event, only to find out a competing event is during the same time as yours. Doing a bit of Google as well as social media searches on events happening during your event can go a long way. 

Once you have decided no other competing events are happening on your event day, make sure that you have announced it on social media, your website and anywhere else you can to make that date known. 

3. Make sure your event website is constantly updated

Once you have created your website or landing page for your event, make sure that it is updated. Keeping your event constantly updated will help keep your attendees updated on anything new to the event. 

Whether you have a new speaker, time changes, networking opportunities and anything else that might affect their event experience.

4. Find a great tech team

Whether it is an in-person, virtual or hybrid event, you’re most likely going to have some type of technical parts to your event. Having a great tech team will make sure your event goes according to plan and the way you visioned. 

Also, keep in mind to check your  tech as well. This includes:

  • Wifi connectivity 
  • Computers and laptops
  • Headphones or earphones
  • A/V equipment 
  • Lightings
  • Microphones
  • Virtual event platform and software

Before your event, have a run-through of your event and all of the tech to be prepared. You never know what issues or changes might come up when you run through your event one or two times! 

5. Keep your contacts on hand

We both know that there is a lot of planning that goes into an event, and there are many people that have a hand in planning. Having these contacts handy on the day of will help make sure your event goes smoothly. 

From speakers and sponsors to your tech team, you’ll want to keep their numbers or create a group chat for any issues that might come along. Finding a point person who you can be your contact if something goes wrong is a great way to make sure that you can worry about your event, rather than possible issues that might come up.

6. Set reminders!

From picking a day to the day of the event, there are so many things that happen between then! With schedules, meetings, sponsorships, audio and visual (and more) there are so many busy schedules you will want to keep on top of. 

7. Photos, photos, photos!

Whether you’re planning an in-person, hybrid or virtual event, you’ll want to have plenty of photos and videos of your event! Although it may not seem like a super important task on your event checklist, it should be something that you add to your event reminders to have for later.

If you want to have professional photos taken, consider hiring a professional! An event photographer can help eliminate taking photos off of your event checklist while having professional photos that you can use on your website, social media, other marketing materials, or promoting your next event.

8. Have a backup plan

Prepare a backup plan for everything. Below are just some of the things you should consider having a plan for: 

Although it may seem obvious, sometimes there are certain things that event planners can miss. 

  • Last-minute attendees
  • New or lost sponsorships
  • Wifi connectivity
  • New or lost speakers
  • Tech equipment issues
  • Behind schedules
  • Ahead of schedule
  • Issues with the website

Create a “possible issues” list and go over your backup plans. Talk to your tech team, event planning team, speakers and sponsors to make sure everyone is on the same page for specific backup plans. Pro tip: go over all of these a day or two before your event in case there have been any changes to this list.  

9. Put together an event-day kit

Sometimes the stress of planning an event can make you forget the simplest things you might need on the day of your event. This is why you should always prepare an event-day kit in a bag or area you have constant access to and keep it handy all day! 

An event-day kit checklist for your event planning checklist: 

  • Extra phone charger
  • Laptop charger
  • Pen
  • Extension cord
  • Tape
  • Scissors
  • Batteries
  • Snacks (yes, this is essential)

Take a look over your event and make sure you add to the list above whatever you think you think you might need in your event-day kit. Whether you end up needing it or not on the day or your event, it doesn’t hurt to keep it handy, just in case!

10. Check in on your speakers

One of the most important parts of your event planning checklist if you haven’t added it yet is to check in with your event speakers, entertainment, sponsors and tech team. Keeping everyone on the same page is key to a smooth and successful event! 

If they haven’t already, they should have access to the event schedule, and have gone over it with you during the months leading up to the event. Make sure to go over it again with everyone the week before and the day before in case there are changes or updates to the event schedule. 

As we said earlier, let them know that you have a backup plan for any possible issues, and check if they are prepared for the event. If you’re hosting a virtual event, ask your speakers to join the video conference room 30 minutes before your event so they can cover any questions or issues they might have with you beforehand. Remind your speakers of any instructions they may have for the attendees, their presentation and to keep on time with the event schedule! 

11. Create a memorable ending to your event

At the end of your event, creating an exciting and memorable moment for your attendees will make them want to come back next year! Here are a few ways you can leave your attendees with an experience that people will talk about after your event: 

  • Reveal any big announcements.  
  • Save a popular or anticipated speaker for the end.
  • Have a surprise guest speaker or entertainment for the end.
  • Announce any prizes/giveaways to wrap up the event.
  • Host a final networking event for people to meet.

12. Social media

Most times social media isn’t always top of mind when planning an event, but it is extremely important! 

Social media isn’t just important for promotion leading up to your event, it is also extremely important for after your event! And getting ahead of your social media is the best way to not forget about it, and make sure that it is done without the last-minute stress! 

Leading up to the event, remember:

  • Schedule your updates in advance so you don’t have to worry about it.
  • Assign someone that is helping with your event to stay on top of comments, messages, and questions people may have, and post live updates on social media.
  • Share posts and engage with posts from future attendees, speakers, sponsors and entertainers joining your event.
  • Use a unique hashtag and share it with your followers to use as they post about your event.

Following the event, remember:

  • Post about your event on social media (use those professional event photos we talked about earlier!) 
  • Thank your attendees for coming to your event via email, social media and on your event landing page or website.
  • Look over how your event went compared to last year and how you can do better next year.
  • Ask your attendees, speakers and sponsors for feedback with surveys and monitoring social media (using your hashtag) to see how people engaged online.
  • Consider posting a post-event release of your event on social media, website and email list that covers the event highlights and discussions.
  • Check-in with your event team to get their thoughts and what can be improved next time. 
  • Celebrate all of your hard work! 

Once you have your checklist ready, you are well on your way to planning a smooth and successful in-person, hybrid or virtual event! 

All-in-one event platforms like VX, Powered by Impact AV Solutions provide your attendees with engaging and memorable experiences that surpass every expectation – yours and your guests! We develop a partnership with our client to ensure a seamless experience, from conception and planning through to flawless execution. 

Impact AV Solutions envisions, designs, and delivers cutting-edge virtual events that can stand on their own or be integrated with in-person events to create hybrid experiences that your guests will never forget.

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