It can be easy to get lost in planning an event. There are a ton of things you need to remember and track simultaneously.

That’s why it’s good to have a framework to help you stay focused. With an overview of what needs to be done, you always have something to return to if you get lost.

Think of it as your map in the planning wilderness.

We’ve created an event planning template you can use if you get lost. Each event being different, this model will not be specifically adapted to yours. Click here for more information.

However, all events have common elements. And these components tend to be the most important.

Follow this event planning template to ensure you don’t miss a step.

Early preparation for the event

It would help if you started planning your event as soon as possible. Then, you never have too much time to prepare.

Major events are planned for a year (or more). However, small or medium-sized events can still benefit from a good six months of preparation.

Define your audience

Once you know exactly why you’re hosting the event, you need to define your audience. Who will be interested in this kind of event? Who will be interested in this kind of event? Where do they live online?

Choose a date and time.

Choose the date and time of your event wisely. Make sure it doesn’t conflict with public holidays, seasonal vacations, or popular vacation periods. Also, keep an eye out for similar events, so you’re not competing for the same audience.

Research the locations

You know your audience and the approximate date of the event. Now is the time to find a place. If your event is held outdoors, you must obtain the appropriate permits. If it’s indoors, it’s time to select spaces and get quotes.

Look for restoration

This is also a good time to think about the event menu. Is it an outdoor picnic where people bring their food? Or is food the central part of your dinner? Start by shortlisting some local catering companies and getting quotes for your budget.

Recruit a team for the event

If you are only organizing a small event, you may be able to collect it yourself. If not, it’s a good idea to see if you can recruit a team. First, write a to-do list, then start delegating.

Create a budget

You will also want the money to be saved. How much will it cost to rent the venue? What about food? Do you pay your team? Your budget will also depend on whether you are asking for money for entry or trying to make a profit.

A few months before the event

You can start looking more closely at specific aspects of your event a month or two before it starts.

Sketch a program’s a good idea to have a plan, whether you’re hosting a party or a business conference. Allow guests to arrive 30-60 minutes late. But make sure there is entertainment for those who get to the point. Establish an approximate time for the whole event.

Pick a location

You’ve already done the research, selected sites, and gathered quotes. Now is the time to choose one of them. Then, make the reservation and sign the contract. Make sure you know what is included in the price.

Get food and drink

Just like securing the venue, you need to decide what food and drink you order. Do you do it yourself? Do you want to hire a caterer? Don’t forget to negotiate food delivery and any additional decorations.

Rent the equipment

If you plan on having fun, you will need equipment. Find and book audio systems, microphones, projectors, and anything else you might need.

Set up an event page

Create a page or website for your event and set up social media profiles. Include a countdown timer for the event date as well.

Send invitations

If your event is private (or you have a guest list), you should also start sending personalized invitations.

Start promoting the event.

This is also the time to start with the promotion. Set up social media ads, print flyers, and create an email campaign.

Set up the ticket office

If your event has a ticket, you need a place to sell tickets. Find a ticketing platform that integrates with your event website and social media.

A few weeks before the event

A few weeks before your event, you need to ensure everything is in order.

Confirm attendees

If you sent personal invitations, confirm their presence. This will help you plan the logistics of the event.

Plan the logistics about where people will park and how they will enter the room. Where will they leave their coats once inside? Does the seating arrangement match the stage layout? Is the stage even set up?

Check health and safety.

Depending on the location, you may need to carry out health and safety checks yourself. First, ensure there is no risk of fire or another health hazard.

Confirm Restoration and Equipment

Confirm that catering, AV equipment, and any other vendors you work with are all in order.

Shop last minute

Are there things you haven’t been able to master so far? Then be sure to buy them a few weeks in advance.

A few days before the event

The last days before the event will be the busiest. So take advantage and do some last-minute checking.

Set up the venue

Decorate the interior and exterior of the place. Arrange the seats and set up a sulfide wall if you need one.

Test the equipment

Make sure all sounds, lights, and visuals are working properly. Also, check if the Wi-Fi connection is good.

Do a rep

Pull out your event schedule and review everything that’s going to happen. Consider delays and plan what to do if and when they occur.

Let the festivities begin.

That’s all! You have completed all the steps required to plan your event. But your work is far from done…

Now you need to execute the event. The planning phase takes a lot of effort, but anything can happen once the guests arrive.

I hope this event planning template has helped you prepare for any scenario.

Good luck!