Planning Tips & Checklist

When planning for your next event, consider gathering some essential details that may help to make your event a success.

Event Objectives

  • What is the purpose of the event?
  • What type of event would you like to hold?
  • Does the event achieve your or your organization’s goal?
  • What type of learning or education purpose does the conference serve?

Plan a Budget

Consider some of these costs that your event may need.

  • Rental of venue and equipment
  • Catering
  • Décor
  • Promotional materials
  • Photography and videography
  • Entertainment
  • Transportation
  • Accommodations
  • Security

Date & Location

When considering the timing of your event, plan for your event as far in advance as possible.

  • Select a preferred date, but also be sure to consider an alternate date.
  • Select a time that will work best for your participants and intended audience.
  • What kind of space will serve your event best?
  • What equipment do you need?
    • Tables
    • Chairs
    • Podiums
    • Risers
    • Audiovisual
    • Markerboards
  • If your event is outdoors, do you have a contingency plan in case of inclement weather?


  • How do you plan on serving food?
  • Will you be serving alcohol?
  • Do any of your important participants have special dietary requirements?

Event Logistics

  • Create an event agenda. An agenda can include
    • A breakdown of the event by time
    • Speakers/presenters with their topics
    • Breakout rooms
  • Will guests need to register or check in? How will your event conduct check-ins?
  • Do you plan on charging admission? How will you be collecting funds?
  • Do you have a main speaker or MC?
  • Will you need to write a script to thread your whole event together?
  • Does your event include “photo opportunities” for important moments?
  • Does your event have any minors?
  • Does your event need directional or informational signage?
  • Do any of your guests have special accessibility requirements?
  • Do your guests need name badges or tent cards?


  • What AV equipment do you need?
    • Projectors
    • Screens
    • Microphones
    • PA Systems
    • Lighting
    • Videography services
  • Do you require professional AV staffing?


  • What is your event’s primary message that you will want to communicate to your intended audience?
  • How do you plan to communicate and promote your event?
    • invitations
    • flyers
    • social media
    • email
    • website
    • in-person
    • digital signage
    • posters
  • Does your event need programs or informational packets?

Transportation & Parking

  • Will your guests need transportation to the event?
  • Will you need to inform your guests of parking permit fees?
  • Do you need to staff the event with parking attendants
  • Are any of your guests flying in? Do they have transportation arranged to get from the airport to the venue?
  •  Setup Guide

    View the guide for possible choices for the setup at your event.

     Setup Layout Guide

  •  Dining

    Whether you are looking for a full dining experience or a convenient, quick fix, we have options suited to your needs.


  •  AntMedia Videography & Photography

    Go to the next level with your event—AntMedia can stream your event in real-time to other locations and on the web.

    About AntMedia