How to Prepare an Event Checklist

Hosting an event can be very exciting but also stressful if you are unprepared for the challenge. Before you begin making plans for event, you should prepare a checklist of every event detail. With this checklist in tow, you will have a quick reference on items still left to manage. So get out a clipboard or binder and make your checklist.

Instructions

1. Determine the type of event you plan to host. If you are throwing a surprise birthday party, your checklist may include a birthday cake and candles, whereas if you are hosting a New Year's party, you will need to add champagne or sparkling wine for your toast.

2. Identify your event theme if you plan to have one. Your theme will dictate whether you should add decorations to your checklist.

3. Include venue selection and fees on your list. Include rentals for furniture, audio/visual equipment (AV), lighting, flooring and possibly electrical supply, depending on the requirements for your event and venue.

4. Add to do items such as drafting an invitation list, purchasing invitations, RSVP cards, stamps and return address labels, depending upon the formality of your event. You may want to skip the printed invitations and include designing an electronic invitation on your list instead.

5. Incorporate vendor selection and contracting for the different aspects of your event into your list. You may need to hire caterers, entertainers, florists, AV support, carpenters, electricians, servers, event managers, security personnel and more. Include their contact information on your list if possible.

6. List your requirements for the food and beverage selections, eating and serving utensils, furniture layout, staging locations and any other relevant decisions.

7. Remember to add any other details you think of as you plan your event. If you make a note to bring your cooler or pick up extra napkins, not only will you be better prepared but you can also have someone else run last-minute errands while you attend to other needs.