Event Planning
Checklist UK

The earlier you start planning, the better your options and the lower your costs.

Define your event concept: What is the event? Who is it for? What experience do you want to create? A clear concept guides every subsequent decision from venue to marketing.

Set your budget: List all expected costs: venue hire, talent/speakers, production (sound, lighting), staffing, marketing, insurance, licensing. Add a 10-15% contingency for unexpected expenses.

Book your venue: Research venues that match your event type, capacity needs, and budget. Visit in person before committing. Check accessibility, transport links, and any noise or curfew restrictions. UK Venue Guide is a good starting point for venue discovery.

Confirm your date: Check for clashing events in your area. Avoid bank holidays unless your event benefits from them. Check school term dates if families are your audience.

Book talent or speakers: Secure your headliner or key speakers early. Contracts should cover cancellation terms, technical requirements, and payment schedule.

Check licensing requirements: If your event involves alcohol, live music, late-night entertainment, or food service, you need the right licences. See our licensing guide for details.

With the foundation in place, it is time to set up ticketing and launch your marketing campaign.

Choose your ticketing platform: Compare fees, features, and payout terms. Our platform selection guide walks you through the decision. Set up your account and connect payment processing.

Set ticket prices: Use cost-plus and value-based methods to find the right price. Create at least two tiers (early bird and standard). See our ticket pricing guide for the full approach.

Create your event listing: Write a compelling description, upload high-quality images, and include all practical details (date, time, venue, age restrictions, dress code).

Launch your marketing: Announce the event across email, social media, and any partner channels. Create a Facebook Event. Start paid ads if budget allows. Follow our marketing tips guide for a complete promotion plan.

Get event insurance: Protect yourself against cancellation, public liability claims, and equipment damage. See our insurance guide.

The operational details need to be locked down well before event day.

Confirm all suppliers: Sound and lighting, catering, security, photography, any hired equipment. Confirm dates, times, and costs in writing. Get proof of their insurance.

Staff and volunteer planning: Confirm your team. Assign specific roles: door, bar, stage, production, first aid, crowd management. Brief everyone on the event schedule and emergency procedures. See our volunteer management guide.

Health and safety: Complete a risk assessment covering fire, crowd management, weather (for outdoor events), electrical safety, and first aid provision. This is a legal requirement. See our health and safety guide.

Accessibility: Ensure your event is accessible. Check wheelchair access, hearing loop provision, accessible toilets, and communication about accessibility options. See our accessibility guide.

Contingency planning: What happens if it rains? If the headliner cancels? If ticket sales are below target? Have a plan B for the most likely scenarios.

The final week is about confirming details and preparing for the day itself.

Send a reminder email: Email all ticket holders with practical information: venue address, door times, parking, public transport options, any entry requirements, and a “What to bring” guide.

Final marketing push: Switch to urgency messaging. “Last tickets available”. Post daily on social media. Send a final-call email. See our last-minute sales tips guide.

Confirm all logistics: Call or email every supplier to confirm arrival times, load-in schedules, and technical requirements. Check that the venue is expecting you and confirm access times for setup.

Prepare check-in: Download and test your scanner app. Print a backup guest list. Prepare any wristbands, stamps, or lanyards. See our door entry guide.

Brief your team: Hold a final briefing (in person or on a call) covering the event schedule, roles, emergency procedures, and contact numbers for all key people.

On the day, your job is to manage, not do everything yourself.

Arrive early: Get to the venue at least 2-3 hours before doors. Oversee setup, check sound and lighting, walk the venue from the attendee's perspective, and fix anything that does not look right.

Delegate: You cannot be on the door, behind the bar, and managing the stage at the same time. Trust your team and let them handle their assigned roles.

Stay calm: Something will go wrong. A speaker might run late. The Wi-Fi might drop. A toilet might block. Stay calm, solve problems pragmatically, and keep the event running smoothly.

Post-event analysis: Within 48 hours, review your numbers, gather feedback, and document lessons learned. What worked? What would you change? For a full guide, see our successful event guide.

Thank everyone: Send thank-you messages to your team, suppliers, talent, venue, and attendees. A post-event thank-you email with photos and a save-the-date for your next event keeps the momentum going.