How to Plan an Event Like a Professional

If it’s your first time (or fifth time, for that matter!) trying to figure out how to plan an event of any kind (and any size), it can be very stressful. The key to combating that stress? Having time on your side.

“Most events should be planned, at a minimum, six months ahead,” says Margie Lieb, owner of PW Travel Consulting, a business that provides destination event, retreat planning and management services for organizations. “You get better rates and more choices of activities because there is more availability.”

If you’re well prepared but have less time, there’s still good news for you. “Forty-five days is more than adequate if the planner has all the details for the meeting decided, such as how to set up the room and what amenities are needed,” says Lieb.

Use this six-month timeline to learn how to plan an event like a pro—and if you’re planning less than six months out, simply adapt the list to fit your timeline (and leave the heavy lifting to your venue).

ASAP: Get all the details

  Specify the type of event you’re planning.
  Identify the decision maker.
  Identify the decision maker.
  Determine the estimated number of participants.
  Ask for the desired location.
  Identify the event facilitator—the person who will help set the agenda.

How to plan an event like a pro: The location should be an extension of your event purpose. “Knowing the purpose and the desired outcome of your event is critical in determining the type of venue you select during your event planning,” says Lieb. “A business meeting is usually a lecture format, classroom setup with two breaks and a lunch. A retreat has a transformational component, is less structured, with time for meeting and time for reflection.”

6 months: Project management 101

  Create a spreadsheet to track due dates for deposits, plus contact info for each vendor you’re working with. Include a second tab to keep a running list of projected expenses.
  Request a draft agenda for the event from the facilitator.
  Identify possible locations for the meeting and secure estimates for each.
  If your event requires outside speakers or panelists, get potential options approved by the decision maker.

How to plan an event like a pro: Write it down and stay organized. “Deposit dates, cancellation fees, info deliverables will be spelled out in the contracts you need to manage in one place,” says Lieb. “You should include both the timelines for your suppliers and vendors as well as internal timelines and deliverables.”

5 months: Nail down the details

  If possible, tour each potential site and break out pricing for the event space and block of hotel rooms (if needed). Get quotes for items needed for your event and space—such as tables and chairs, AV equipment, WiFi, food and drink packages, flowers, and parking—and share with your decision maker for approval.
  If the venue can’t provide an item, get quotes from area vendors.
  Book approved speakers/panelists.
  Complete booking for the approved venue.
  Draft invitations and registration forms.
  If applicable, compile a list of potential giveaways/branded gifts for participants.
  Start collecting contact info (email and mailing addresses) for participants and attendees and add to your spreadsheet.

How to plan an event like a pro: Lieb recommends asking the hotel’s event coordinator for a list of approved vendors or ones the hotel frequently works with—using one may yield you a discount.

4 months: The magic word is “confirmed”

  Confirm the venue, finalize contracts and send deposits.
  Confirm outside vendors, finalize contracts and send deposits.
  Get approvals for the invitations and registration forms, make arrangements for printing and finalize the date to send out invitations.
  Review your project planning spreadsheets for any outstanding contracts, deposits or decisions.
  Send a “Save the Date” email to attendees.
  Order custom giveaways/gifts.

How to plan an event like a pro: Ask your venue if they have the ability to set up a special webpage for your attendees. This time-saver can help attendees get information about the event and the hotel block and can sometimes let them RSVP.

2-3 months: The event’s coming together

  Mail (or email) invitations.
  Track responses in your spreadsheet.
  Meet with your facilitator to update the meeting agenda.

\How to plan an event like a pro: As people RSVP, make note of allergies or dietary restrictions and provide them to your caterer or venue contact to make sure they’re accommodated.

1 month: The final countdown

  Finalize the list of attendees and note any VIPs.
  Assemble registration kits.
  Follow up with speakers and connect them with the event facilitator.
  Review and finalize menus, floral arrangements and AV equipment.
  Finalize the agenda with your event facilitator.
  Create a day-of timeline that specifies vendor setup and breakdown times, speaker arrivals, meal times, breakout sessions, etc. Include contact information for the facilitator, vendors and your hotel point of contact. Give copies to all point people.
  Designate a day-of lead to assist with registration, answering vendor questions and last-minute issues.
  Create and print signage, table numbers and place cards.
  The day before the event, do a walk-through of the venue and block out locations for the registration area, seating, tables and AV outlets.

The day-of lead is an important person who will be your second set of hands. “This person shouldn’t be someone who will actively participate in the event,” says Lieb. “There always are things that need to be looked after. The mic may have static, you may need to check on the food setup...the list goes on.”

How to plan an event like a pro: If gratuities aren’t already included, prepare to have cash on hand (approved by your decision maker) in a labeled envelope for each vendor.

The big day: Your planning pays off

  Run through your day-of checklist. Have extras on hand for every point person.
  Set up a registration table with name tags and have extras on hand.
  Set up signage, place cards and table numbers.
  Direct vendors to the space and ensure they are in and out on time.
  Greet your speakers or VIPs.
  Give vendors tips.
  Oversee cleaning staff.

The day will go fast. At the end of it, don’t be surprised if your decision maker asks you to plan the next big event or meeting—there’s no higher compliment!