Hosting and managing event can be a big hassle, even for the most experienced event managers. That's why I put together this checklist to help you navigate your next event, be it small or big, private or public, physical or virtual.

Concept stage
1. Decide to organise an event.
2. Create a brand identity and vision.
3. Determine the target audience for your event.
4. Set up a team to help you execute your event plans.

Budget stage

5. Decide on the size of your event.
6. Create a budget to fit.
7. Create a “pitch”, proposal or quotation for sponsors or the event owner.
8. Secure funding or sponsorships, depending on the event type.
9. Choose a ticketing partner. Shameless plug: Use https://eventprime.co/ to process tickets and manage all types and sizes of event.

Programming stage

10. Create a list of potential speakers/MC/artiste or entertainment.
11. Choose a date and venue.
12. Check out the venue to confirm that it suits your event.
13. Reach out to potential speakers/MC/artiste or entertainment.
14. Iron out details of their roles in your event.
15. Negotiate costs of the partnership.
16. Contact vendors.

Confirmation stage

17. Confirm speakers/MC/artiste or entertainment.
18. Confirm and sign agreements with speakers, venue, vendors etc, as the case may be.
19. Pay advances and deposits.

Planning stage

20. Establish a time frame for your event activities.
21. Create a stage plan.
22. Create marketing materials (designs for online campaigns and flyers for offline)
23. Determine ticket price and types for paid events.
24. Use https://eventprime.co/ for ticketing (for free, paid, private and public events). Add venue, organizer info, registration form, a confirmation email and payout details for paid events.
25. Assign your team members to various tasks.

Announcement stage

26. Announce your event on your website, social media, forums, online groups or with media partners when the tickets go on sale.
27. Include your event link from https://eventprime.co/ on every announcement post. For private events, share the link with your guests.
28. Call for volunteers, for large events.

Promotion stage

29. Create a marketing plan.
30. Create a calendar for your promotion strategy; online and/or offline.
31. Monitor your tickets sales on your Eventprime dashboard.
32. Promote event using social media ads, radio, TV, email blast or on the streets, depending on where your audience is.
33. Track your marketing campaigns and measure return on investment (ROI).
34. Engage your attendees by posting updates and teasers on social media. Use https://eventprime.co/ to send them direct emails and SMS.

Operations

35. Track your progress and milestones.
36. Respond to all questions and ticket sales issues from your attendees, in the case of paid events.
37. Coordinate with vendors and partners.
38. Create final schedules, agenda and set times.
39. Staff event based on tickets sold.
40. Plan for logistics at the venue, for physical events.
41. Book speakers/MC/entertainment or special guests accommodation and transportation, as the case may be.
42. Set up the stage, lighting, sound and other infrastructure at the venue a day before.
43. Send out instructional emails and/or SMS about the event, direction and agenda to registered attendees using https://eventprime.co/

Event Day

44. Ensure that sound, lighting and stage are ready.
45. Use https://eventprime.co/ to manage the guest list and check-in at the entrance. You can use staff or volunteers to coordinate it.
46. Ensure that speakers/MC/artiste or entertainment are present.
47. Ensure that all vendors, volunteers and ushers are in place, as the case may be.
48. Ensure the presence of security personnel.
49. Coordinate live social media posts.

Settlement stage

50. Payout outstanding fees to vendors, venue, staff etc.
51. Sort out receipts for account reconciliation.
52. Create a settlement report.

Analysis stage

53. Access your event sales data and trends analysis on your https://eventprime.co/ dashboard.
54. Conduct post-event surveys with attendees directly from Eventprime via email or SMS.
55. Post recaps of the event on social media.
56. Create a post-event report using the data provided on Eventprime.
57. Use Eventprime for follow up communications with your participants, partners and Sponsors.
58. Organise a learning session with your team to analyse the event, what went well and what can be improved on.

Create and manage your next event on https://eventprime.co/. If you want a demo of how the platform works and how you can use it to make the most of your event, send an email to Titilola@eventprime.co