| Date / time: | mm/dd/yyyy, 0:00 p.m. |
|---|---|
| Organizer: | department, organization or company |
| Person responsible: | username |
| Venue: | location of the event |
|---|---|
| Venue contact: | name and phone number |
| Status: | open / closed |
🎯 Goal and target group
Why does this event take place, and who should attend? Name a measurable goal – it makes the review at the end much easier.
- Goal: e.g. 80 registrations, 50 participants on site
- Target group: who do we invite?
- Format: on site / hybrid / online
Working with this checklistTick a task as soon as it is started or finished. Delete rows you do not need and add your own – the tables are sortable by every column.
💡 Concept phase
| Task | Owner | Deadline | Started | Finished | Notes |
|---|---|---|---|---|---|
| Set goals, collect ideas | mm/dd | <bs:checkbox checked="false" /> | <bs:checkbox checked="false" /> | ||
| Approve budget | mm/dd | <bs:checkbox checked="false" /> | <bs:checkbox checked="false" /> | ||
| Assemble guest list | mm/dd | <bs:checkbox checked="false" /> | <bs:checkbox checked="false" /> | ||
| Assemble speaker list | mm/dd | <bs:checkbox checked="false" /> | <bs:checkbox checked="false" /> | ||
| Book venue | mm/dd | <bs:checkbox checked="false" /> | <bs:checkbox checked="false" /> | ||
| Select menu | mm/dd | <bs:checkbox checked="false" /> | <bs:checkbox checked="false" /> | ||
| Contract suppliers | mm/dd | <bs:checkbox checked="false" /> | <bs:checkbox checked="false" /> |
Notes
Open questions, agreements and decisions of this phase.
📣 Before the event
| Task | Owner | Deadline | Started | Finished | Notes |
|---|---|---|---|---|---|
| Set up registration | mm/dd | <bs:checkbox checked="false" /> | <bs:checkbox checked="false" /> | ||
| Design and send invitations | mm/dd | <bs:checkbox checked="false" /> | <bs:checkbox checked="false" /> | ||
| Communicate arrival and accommodation | mm/dd | <bs:checkbox checked="false" /> | <bs:checkbox checked="false" /> | ||
| Create materials (print / online) | mm/dd | <bs:checkbox checked="false" /> | <bs:checkbox checked="false" /> | ||
| Prepare social media campaign | mm/dd | <bs:checkbox checked="false" /> | <bs:checkbox checked="false" /> | ||
| Brief speakers | mm/dd | <bs:checkbox checked="false" /> | <bs:checkbox checked="false" /> | ||
| Finalize program | mm/dd | <bs:checkbox checked="false" /> | <bs:checkbox checked="false" /> | ||
| Support participants | mm/dd | <bs:checkbox checked="false" /> | <bs:checkbox checked="false" /> |
Notes
Open questions, agreements and decisions of this phase.
🎪 During the event
| Task | Owner | Deadline | Started | Finished | Notes |
|---|---|---|---|---|---|
| Coordinate catering, equipment, etc. | mm/dd | <bs:checkbox checked="false" /> | <bs:checkbox checked="false" /> | ||
| Manage set-up | mm/dd | <bs:checkbox checked="false" /> | <bs:checkbox checked="false" /> | ||
| Set up registration desk | mm/dd | <bs:checkbox checked="false" /> | <bs:checkbox checked="false" /> | ||
| Share wifi and password | mm/dd | <bs:checkbox checked="false" /> | <bs:checkbox checked="false" /> | ||
| Support participants | mm/dd | <bs:checkbox checked="false" /> | <bs:checkbox checked="false" /> | ||
| Document the event (photos, recordings) | mm/dd | <bs:checkbox checked="false" /> | <bs:checkbox checked="false" /> |
Notes
Who is on site when – and who can be reached in case of problems?
🏁 After the event
| Task | Owner | Deadline | Started | Finished | Notes |
|---|---|---|---|---|---|
| Clean up site | mm/dd | <bs:checkbox checked="false" /> | <bs:checkbox checked="false" /> | ||
| Wrap up venue tasks | mm/dd | <bs:checkbox checked="false" /> | <bs:checkbox checked="false" /> | ||
| Check invoices against budget | mm/dd | <bs:checkbox checked="false" /> | <bs:checkbox checked="false" /> | ||
| Follow up with participants | mm/dd | <bs:checkbox checked="false" /> | <bs:checkbox checked="false" /> | ||
| Distribute event records (videos, presentations, scripts) | mm/dd | <bs:checkbox checked="false" /> | <bs:checkbox checked="false" /> | ||
| Post-mortem analysis | mm/dd | <bs:checkbox checked="false" /> | <bs:checkbox checked="false" /> |
Notes
Open items that still have to be closed after the event.
💶 Budget
| Item | Planned | Actual | Notes |
|---|---|---|---|
| Venue, technology, catering ... | 0.00 EUR | 0.00 EUR | |
| .. |
🔍 Review
Fill in this section right after the event, while everything is still fresh.
- What worked well:
- What we do differently next time:
- Goal reached? compare with the goal named at the top
