Pre-event planning checklist

A list of considerations beforehand and on-site the day of the event.


Through pre-event planning sessions and conversations the planning team will need to:
  • Set a date & topic
  • Craft an agenda that flows
    • Practice or prototype parts of it as needed
  • Find a venue or online platform, and ensure the space can be configured to your needs
    • Venues to consider: Offices, Bars/ restaurants, Schools/ classrooms
  • Arrange other logistics (food, ticketing, supplies, budget, sponsors, stickers, schwag)
  • Invite people and market the event (email, social media, etc.)
    • Send out the agenda beforehand to get people interested, and let them know what to expect
    • Is there a hashtag?
  • Plan activities based on event goals (find speakers and content, organize a panel, draft conversation prompts, plan exercises, ensure everything is ready in time)
  • Clarify roles and responsibilities to handle day-of logistics (e.g. set-up, greeters, clean up)
If you host recurring meetings at a regular cadence in the same space, logistical planning is streamlined.
If you’re hosting a large event like a hackathon, training, or conference - this type of planning can take months and involve multiple teams.

Day-of / On-Site

Physical events
  • signage
  • furniture
  • AV set-up
  • food
  • a welcome/registration area
  • nametags
Virtual events
  • getting media queued up
  • ensuring presenters are there, and prepared
  • ensuring both AV and event tech is working as expected
Setting up the space with care, and in community, can make you a more grounded host who’s not stressing about details when people arrive.

Create an Event Hosting Toolkit

You might want to build up a portable kit of stuff to help you host events, including:
  • Signage
  • Schwag (e.g. stickers)
  • Nametags & pens
  • Flipchart and markers
  • Video cameras/ web-cams
  • Microphones
  • Speakers

Engage to improve