Event Planning Checklist
Enter your event date — get a week-by-week checklist with real due dates you can tick off and print.
8–12 weeks before
6 weeks before
4 weeks before
2 weeks before
1 week before
The day before
Day of the event
After the event
How Far in Advance Should You Plan an Event?
For most association meetings, company events, and club socials, start 8–12 weeks out: that's enough time to book a venue, line up speakers and catering, and promote the event properly. Smaller internal events can come together in 3–4 weeks. This checklist works backwards from your event date, so every task has a real due date — and it only shows tasks for the things your event actually has, like speakers, catering, sponsors, or volunteers.
How to Use the Event Planning Checklist
- 1
Enter your event date
Every task gets a due date counted back from the day of your event.
- 2
Tell it what your event includes
Speakers, catering, sponsors, volunteers — tasks appear only for what applies.
- 3
Tick off tasks as you go
Your checklist shows how much is done. Add your own tasks to any phase.
- 4
Print or copy it
Print a copy for your planning meeting or paste it into your project tool.
Tips for Getting It Right
Book the venue first
The venue sets your date, capacity, and budget. Everything else follows from it.
Plan the networking, not just the program
Most people come to meet others. Decide how you'll get people talking before the week of the event.
Send reminders
A reminder a week before and a day before cuts no-shows noticeably.
Follow up within 48 hours
Send thank-yous and your survey while the event is still fresh.
Check Off “Plan the Networking” in Minutes
One task on every checklist is getting people to talk to each other. With Jam Bingo, guests scan a QR code and get conversation prompts that send them to someone new — set it up in minutes.
Frequently Asked Questions
What are the steps in planning an event?
Set goals and a budget, book the venue, confirm speakers and catering, open registration and promote the event, plan the run of show and networking, send reminders, run the event, and follow up with thank-yous and a survey.
How far in advance should I start planning?
8–12 weeks for most association and company events, 3–4 weeks for small internal events, and 6 months or more for conferences and galas.
What is most often forgotten when planning an event?
Accessibility needs, dietary requirements, Wi-Fi and AV testing, name tags, signage, and a plan for how guests will actually meet each other.
Is the checklist free?
Yes. It's free, with no sign-up. Your ticked tasks stay in your browser.