Planning an event—whether it's a festival, retreat, conference, or workshop—involves coordinating hundreds of details. Miss one, and it can cascade into bigger problems. This checklist will keep you organized and on track from start to finish.
6 Months Before Your Event
Define event goals and objectives - What do you want to achieve?
Set your budget - Be realistic about what you can spend
Choose event date(s) - Check for conflicts with holidays or competing events
Secure your venue - Popular venues book far in advance
Assemble your team - Identify roles and responsibilities
Create project timeline - Work backwards from event date
4-6 Months Before
Book keynote speakers/performers - Top talent books early
Design event branding - Logo, colors, visual identity
Set up event website/landing page - Your central info hub
Create ticketing system - Early bird pricing drives urgency
Start social media presence - Build buzz early
Secure necessary permits/insurance - Don't wait until last minute
2-3 Months Before
Finalize event schedule - Lock in times and programming. Need help? Check our festival schedule template guide.
Contract vendors - Catering, AV, equipment rental, etc.
Launch marketing campaign - Email, social, paid ads
Open registration/ticket sales - Promote early bird pricing
Create event app/digital schedule - Attendees want mobile access. Learn about QR code schedules for easy sharing.
Book accommodations - Negotiate group rates for attendees
1 Month Before
Confirm all vendors and speakers - Get written confirmation
Create run-of-show document - Minute-by-minute timeline
Finalize AV and tech requirements - No surprises on event day
Order signage and printed materials - Allow time for delivery
Recruit and train volunteers/staff - Schedule orientation sessions. See our volunteer scheduling guide.
Send "what to expect" email to attendees - Build excitement
1-2 Weeks Before
Walk through venue - Identify any issues or needed adjustments
Create emergency contact list - Venue, vendors, key team members
Test all technology - Mics, projectors, WiFi, registration system
Finalize headcount - Confirm with caterer and venue
Prepare name tags/badges - Have extras on hand
Send final reminder to attendees - Include schedule and logistics
Day Before Event
Confirm all vendor arrival times - Create setup schedule
Pre-load registration data - Reduce day-of technical issues
Pack event kit - Tape, scissors, markers, chargers, first aid
Brief your team - Final meeting to review roles and schedule
Get good sleep - You'll need the energy tomorrow!
Event Day
Arrive early - Be there before anyone else
Set up registration area - Test check-in process
Do final venue walkthrough - Ensure everything is in place
Welcome speakers/performers - Show them green rooms and facilities
Brief volunteers on shifts - Make sure everyone knows their role
Document the event - Photos and videos for future marketing
Stay visible and available - Be the calm leader when issues arise
Post-Event (Within 1 Week)
Send thank you emails - To attendees, speakers, sponsors, volunteers
Collect feedback - Survey while event is fresh in minds
Pay all vendors - Process invoices promptly
Share event photos/highlights - Social media and email recap
Review budget - Compare actual vs. projected costs
Debrief with team - What worked? What didn't?
Document lessons learned - Create notes for next year
Stay Organized with Flow Grid
Managing your event schedule doesn't have to be stressful. Flow Grid keeps everything organized and easy to share.
Pro Tips for Event Success
- Build buffer time: Things always take longer than expected
- Have a Plan B: Especially for outdoor events and technology
- Designate a troubleshooter: One person focused only on solving problems
- Create a communication system: Walkie-talkies or group chat for team
- Don't forget the little things: Phone chargers, safety pins, breath mints
- Celebrate afterward: You and your team deserve it!
Event planning is complex, but with the right checklist and tools, you can stay organized and reduce stress. Remember that even the best-planned events will have unexpected moments—that's where your preparation and calm leadership make all the difference.
Frequently Asked Questions
How far in advance should I start planning an event?
For major festivals and conferences, start 6-12 months in advance. For smaller workshops or retreats, 2-3 months is usually sufficient. The key is securing your venue and keynote speakers early, as these book up quickly.
What is the most important thing to do first when planning an event?
Define your event goals and budget first. Everything else—venue selection, speaker booking, marketing—flows from understanding what you want to achieve and what resources you have available.
How do I create an event schedule that attendees can easily access?
Use a digital scheduling tool like Flow Grid that creates mobile-friendly schedules. Attendees can filter by track, speaker, or time, and you can push real-time updates if anything changes. QR codes make sharing instant.
What should I include in a post-event follow-up?
Send thank you emails within 48 hours, share event photos, request feedback via a short survey, and document lessons learned while they are fresh. This information is invaluable for planning your next event.
Related Articles
Festival Schedule Template Guide
Create professional festival schedules from single-day to multi-day events.
7 Multi-Day Festival Scheduling Tips
Expert strategies for managing complex multi-day events.
Spreadsheets vs Scheduling Software
Compare tools and find the best fit for your event needs.
About the Author
Florian Hohenleitner
Flo is an event organizer, podcast host, and creator passionate about helping people grow and connect. After leaving corporate life, he trained as a yoga teacher in Bali, became a Thai massage practitioner, and now co-organizes the Mediterranean Acro Convention while hosting the Grow with the Flo podcast. He creates tools like Flow Grid to help event organizers build meaningful experiences.