Planning an event involves multiple layers of details. There’s much to keep trail of from the pre-planning stage to the advertising and the logistics. Your event day will undoubtedly be chaotic and stressful if you try to manage it all on your own and keep everything in your head. 

While you plan an event, you need to create a checklist to ensure that your event goes smoothly, sending out event invitation emails to your guest can also make it a lot easier at the end. Whether you are organizing a fundraiser, a conference, or a large gathering of people, a special event planning checklist will help you stay on track. It contains everything from budgeting to space and logistics. 

You’ve also come across the term “event agenda” if you ever have planned a corporate event. While the concept may seem simple, designing a successful agenda requires more than just filling time blocks. There are several tips you can follow to create the perfect agenda.

Below discussed are some of the important check-list & tips to create event planning meeting agenda:

1. Budgeting

When you’re planning an event, it’s important to plan the budget. A detailed budget should be a part of your event planning meeting agenda as it can help you anticipate and avoid unforeseen costs, which can affect the success of your event.

Choosing an appropriate location, estimating catering and food costs, and calculating the ticketing price are all things to consider. The size of the event and the number of attendees also influence the overall cost of the event.

If your budget is small, you might consider using technology to promote your event. Event management software is a great way to speed up the process of planning and executing an event.

It can provide a centralized hub for communications and even track attendees’ attendance. It can also take care of tasks that would otherwise be too time-consuming to do alone. If you are still unsure how to plan your event, you can contact any event planning platform like Atlanta event planners.

2. Timeline

A timeline for event planning is a crucial tool for ensuring the success of your event. It not only helps you stay focused on the agenda for an event, but also keeps you on track. You should start planning weeks or months before your event to ensure that you have enough time to address any changes. Also, a timeline is helpful because it allows you to keep a record of deadlines. Besides, a timeline can help you visualize the logistics of your event.

An event timeline breaks down the steps of event planning into different stages. Each stage has its own deadlines, as well as measurable indices.

A good event agenda example is that if you are planning a corporate event, you might want to book a venue as soon as possible to ensure you get the one you desire. In addition, the timeline can sort tasks into priority. Keeping a detailed timeline will also help you to save time and stress. 

3. Space & Venue

Choosing the perfect event space can be a daunting task, but you have to be prepared for it. Hiring one of the best Atlanta event planners will save you a lot of time and resources.

While you are on it, it’s vital to know that you’ll need to be up on the latest technology and best practices in order to have a successful meeting. Managing an event can be a full-time job and appointing an event planner makes the job of hosting your next big bash a cinch. 

With a range of meeting and conference spaces in a variety of price ranges and sizes, you can find the perfect venue at a price that won’t break the bank.

Whether you’re hosting a company or client luncheon or a high-end wedding or stag and hen event, having space & venue in your event planning meeting agenda will save you a lot of troubles. And the best part is that you get to choose from a wide selection of prestigious venues in order to create an unforgettable meeting and impress your guests.

4. Display a Live Social Wall During Event

A social wall is a digital display that aggregates and displays user generated content from various platforms (such as Twitter, Instagram, and Facebook) that include a specific hashtag or handle.

During an event, a social wall can be used to showcase the event’s social media activity, create excitement and buzz, and encourage attendees to share their own experiences on social media.

To display a free social wall during an event, you will need to do the following:

Choose a social media aggregator tool: There are several social media aggregator tools available that allow you to collect and display social media posts. One of the best tool is Taggbox Display.

Decide on a hashtag or handle: Decide on a unique hashtag or handle for the event that attendees can use when posting on social media. This will make it easy for the social media aggregator tool to collect the posts.

Set up the social wall: Once you have chosen a social media aggregator tool and a hashtag/handle, set up the social wall by configuring the tool to collect posts with that specific hashtag/handle.

Display the social wall: Display the social wall at the event, either on a screen or projector. This can be done in various locations such as the registration area, main stage, or even in the restroom.

Encourage attendees to share: Encourage attendees to share their experiences on social media using the event’s hashtag/handle. This will help to increase the number of posts displayed on the social wall, creating more excitement and buzz around the event.

It’s also important to keep in mind that you may also need to comply with the terms of service of the social media platforms in order to be able to display the social wall.

5. Logistics

A conference planning checklist can help you keep track of all the details. It acts as a blueprint for you to follow, whether you’re running a large-scale, national conference or small-scale gathering. You can create an event planning checklist in a project management app, such as Microsoft Excel or Google Docs, or by using a readymade template. There are several apps and programs available online to make your event planning journey smooth and easy.

A special event checklist will outline all the essentials of your event, including the date, location, program, and logistics. When creating an event planning checklist, logistics should be one of your important objectives.

You’ll want to ensure that everything reaches you in time and that you have a reliable logistic arrangement for your event. Before you begin planning, you’ll need to determine the date, location, and venue for your event. This can be done by researching potential venues.

6. Getting Professional Services

Planning and executing a big event can be a daunting task. However, hiring a comprehensive and reputable event planning agency that can help you plan checklist for your event will put your best foot forward, and help you enjoy a successful, stress-free experience. Using an event planning checklist will help you avoid some common event-planning mistakes. For instance, you should ensure you have sufficient insurance coverage. You should also establish a master running order.

Your agenda for an event should include details on all aspects of your event. A master contact sheet will come in handy later on, so be sure to enter your contacts into a phone book before your event. As you plan for your next event, consider using an online project management tool that enables you to organize your efforts. Moreover, it’s always advisable to get a professional event management service from a reputed and well-experienced event-organizing agency.

Key Takeaways

The event planning meeting agenda is a crucial component of the overall experience of attendees. It’s no secret that a well-designed schedule will go a long way toward reducing boredom and increasing attendee satisfaction. There are many online tools you can use to help you plan, manage, and analyze your event. Finally, you should consider the best practices for organizing your event.

Organizing your event by the track will be the most effective event agenda example A good conference checklist will help you achieve these goals, as well as provide your presenters with a platform for engagement. Hiring a well-experienced event planner will help you focus on other important things of your event.