How to Organise an Event: Where Do I Start? - An Event Planning Checklist

Organising an event can feel overwhelming, especially if you’ve been handed the task unexpectedly or are trying to do it alongside your daily role. Whether you’re an Executive Assistant, part of a larger team or the sole event lead, knowing how to plan an event effectively can save you time, stress, and resources. Drawing on over 25 years of experience in the events industry, this guide walks you through the practical steps of planning an event, from defining your objectives and setting a budget to coordinating suppliers and preparing for the day itself. Think of it as your event planning checklist, designed to help you get your event off the ground with confidence.

If you want a head start, download our free, The Calm Start Event Brief. It will help you capture the key information, ask the right questions and lay the foundations for a successful event from day one.

Understand the Purpose and Objectives

Before diving into logistics, clarify the why behind the event. Ask yourself and your team:

• What is the main goal? (e.g. networking, product launch, industry requirement, celebration, training, fundraising, stakeholder engagement, lead generation, team building, education, thought leadership, community engagement, annual conference, AGM)

• Who is the target audience? (e.g. employees, clients, partners, prospective clients, members, shareholders, investors, suppliers, media, government representatives, industry peers, sponsors, community groups)

• What message or experience do you want attendees to take away? (e.g. inspired, informed, valued, motivated, connected, engaged, confident in your brand, excited about a new product or service, proud to be part of the organisation, encouraged to take action, equipped with new knowledge, feeling appreciated, stronger relationships, memorable experience, clear understanding of key messages)

  
  

Having clear objectives will guide every decision you make, from venue choice to agenda planning. For example, organising a conference focused on industry trends will require different resources than a team-building day.

Set a Realistic Event Budget

Budgeting early helps avoid surprises later. Work with your finance team or leadership to establish:

• Total budget available

• Allocation for venue, catering, speakers, technology, marketing and contingency

• Approval process for expenses

  
  

Keep in mind that some costs are fixed (venue hire) while others can be flexible (catering options). Prioritise spending on elements that directly support your event’s objectives. It's also worth setting aside a contingency budget for unexpected costs, even the best-planned events can throw up last-minute surprises.

Choose the Right Date and Venue

Selecting the right date and venue is crucial. Consider:

• Availability of key participants and speakers

• Avoiding clashes with public holidays or industry events

• Accessibility for attendees, including transport and parking

• Venue facilities such as AV equipment, Wi-Fi, and catering options

  
  

Visit potential venues in person if possible. A site visit helps you assess the space, visualise the attendee journey and spot potential challenges before they become problems on the day.

Event planning checklist

Plan Your Event Programme

Create a draft agenda that balances content and breaks. Include:

• Start and end times

• Session topics and speakers

• Networking opportunities

• Time for meals and refreshments

  
  

Share the draft agenda with stakeholders early to gather feedback and confirm speaker availability. Clear timing helps keep the event on track and attendees engaged. Working on this now will highlight any gaps in the schedule or specific sessions/activities where additional equipment, staffing or resources may be required.

Manage Event Invitations and Registrations

Decide how you will invite attendees and track responses:

• Use email invitations with RSVP links or event management software

• Set deadlines for registration and cancellations

• Send reminders as the event approaches

  
  

Collect essential information such as dietary requirements or accessibility needs to ensure a smooth experience for everyone. The more you know before the event, the fewer surprises you'll need to manage on the day.

Coordinate Suppliers and Vendors

You will likely work with multiple suppliers, including:

• Caterers

• AV technicians

• Activity providers

• Transport providers

• Security providers

• And more, depending on the type and location of the event

  
  

Keep a contact list handy and make sure everyone knows who their main point of contact is. Clear communication both during the run-up and on the event day itself, helps avoid confusion and keeps everything running smoothly.

Prepare for the Event Day

Create a detailed operational document (often called a Run of Day, Run of Show or Day-by-Day Schedule) covering:

• Onsite roles and responsibilities

• Venue setup

• Final numbers

• Registration desk and check in materials

• Catering selections

• Speaker briefings

• Equipment details

• Signage and asset lists

• Agenda

  
  

Consider a rehearsal or walk-through to identify any issues before guests arrive.

Follow Up After the Event

Once the event is complete, there are a few key actions that if done now, will help improve future events:

• Review attendee feedback

• Hold debriefs with the venue, suppliers and internal team

• Send thank-you messages to speakers

• Send follow up materials to participants

• Share highlights or key takeaways with your organisation

• Reconcile the budget

  
  

Capture lessons learned while they're still fresh. Even small improvements can make your next event more efficient and successful.

Final Thoughts: How to Organise an Event Successfully

Successful events don't happen by chance. They happen because someone has taken the time to ask the right questions, plan carefully and think ahead.

You don't need to have all the answers on day one, but having a clear process makes every decision easier.

By understanding your objectives, setting a realistic budget, choosing the right suppliers and planning the finer details early, you'll put yourself in the best possible position for a smooth and successful event.

If you're just getting started, download our free The Calm Start Event Brief to help shape your ideas and ask the right questions from the outset.

And if you'd rather have an experienced event professional by your side, whether that's to manage the entire project or simply support you where you need it most, Athena Event Management is here to help. With over 25 years' experience delivering events across the UK and internationally, we can help turn your vision into a well-planned, well-delivered event. Find out more about what we offer on our Services Page.

FAQs

How far in advance should I start planning an event?

The timeline depends on the size and complexity of your event. Small meetings may require only a few weeks of planning, while conferences, awards dinners and international events can take six months or more.

What is the first step when organising an event?

Start by defining the purpose of the event, your audience and the outcome you want to achieve. Clear objectives will guide decisions about budget, venue and suppliers.

What should be included in an event budget?

An event budget should include venue hire, catering, technology, speakers, staffing, marketing, accommodation, transport and a contingency fund for unexpected costs.

Do I need event management software?

Not always. Smaller events can often be managed with spreadsheets and email invitations, while larger or more complex events may benefit from dedicated event management platforms.