Planning a corporate event, conference, gala evening, or public gathering involves much more than just choosing a venue and sending out invitations. In reality, it's a matter of dozens of steps that must align perfectly. A single overlooked detail can decide whether your event is memorable… or forgettable.

That’s why we’ve put together a clear event checklist to guide you step by step through the entire process – from defining your goals to measuring success after the event.

1. Define the Event Goal and Know Your Target Audience

Before diving into planning, ask yourself the basic question: Why are you organizing this event? Do you want to:

• introduce a new product?

• build your brand or strengthen relationships?

• generate leads or attract partners?

A clearly defined goal will help you determine the format, program, and promotion. Equally important is understanding your target audience – an HR party for employees will look very different from a private brunch for VIP clients.

🎯 Tip: Defining a clear goal also makes it easier to measure ROI – you'll know what to track.

2. Choose the Right Venue and Date

Location and timing are key factors that influence attendance and overall impression. When choosing a venue, consider:

• capacity

• public transport and parking options

• technical equipment (projectors, sound, Wi-Fi)

• catering and staff facilities

📆 Tip: Avoid weekends before holidays, school breaks, and dates with major events in your industry.

3. Communication, Invitations, and Guest Registration

Communication shouldn’t start on the day of the event. The invitation is already the first impression of your event. We recommend:

• creating a registration microsite or form

• segmenting guests (e.g., by access type, interest, VIP status)

• sending personalized invitations via email or campaign

💡 With tools like Attendu, you can automate the entire invitation process – including personalization, reminders, and syncing contacts to your guest list – increasing your chances of success.

4. Program and Speakers

Your program should have a clear structure, a reasonable length, and time for informal networking. Consider:

• how many program blocks are appropriate

• whether you’ll have keynote speakers, a moderator, or panel discussions

• if the event will be streamed online

🕓 Tip: Plan breaks not just for refreshments, but also for natural attention resets – especially after intense sessions.

5. On-Site Organization: Check-In, Team, Navigation

The big day is here. Now it's clear whether you’ve thought through the details. Be sure to:

• train your organizing team

• set up digital check-in (ideally with QR codes)

• have a backup plan (e.g., internet outage, speaker illness)

📲 With a digital check-in solution like Attendu, you can process hundreds of guests without queues or list errors.

6. During the Event: Documentation and Feedback

Your event may end – but the content lives on. Don’t forget:

• professional photos and video

• live social media updates

• collecting feedback (on paper, via QR codes, or email)

📣 Tip: Prepare a hashtag and agree on a social media plan with your team in advance.

7. After the Event: Follow-Up and Evaluation

• This is where many slip up – but it’s the follow-up that shapes the final impression.

  • send a thank-you email with photos

  • publish event recordings

  • share stories and evaluations

  • analyze attendance, engagement, and feedback

📊 If you’re using a digital tool like Attendu, you’ll have all data, guest lists, and exports ready for analysis.

📝 Downloadable Summary

Want to keep the checklist on hand, share it with your team, or use it as a planning reference? Download our template to your Notion workspace:

👉 [Download the Event Checklist to Notion]