Pre-Event Checklist: What You Can't Afford to Forget

Even the best-planned event can be derailed by a single forgotten detail. That's why we put together a practical checklist — the same one we use at EventPixel before every event — organized by when each item needs to be checked off.

One month before the event

• Venue booking and all key suppliers confirmed
• Event schedule (run of show) finalized
• Invitations sent / registration open
• Budget agreed and deposits paid to suppliers
• Equipment planned (sound, lighting, LED wall or projection, as needed)

Two weeks before the event

• Final guest count sent to the caterer
• List of allergens and special diets collected from guests
• Script and host/MC confirmed, if part of the program
• Promotional materials and venue signage prepared
• Parking availability and guest information checked

One week before the event

• Final technical check (sound, lighting, stream test)
• Supplier arrival schedule for event day confirmed
• Coordinator assigned responsibility for event day
• Backup plan in place (weather, spare equipment)
• Reminder emails sent to guests

Event day

• Production team arrives early for setup and testing
• On-site equipment check (sound, lighting, microphones)
• Catering checked — quantities, food temperature, allergen labeling
• Staff and hosts briefed before guests arrive
• One single point of contact designated for on-the-day questions

After the event

• Feedback collected from guests and the team
• Results evaluated against the original goals
• Guests and event partners thanked
• Internal team debrief — what to improve next time

This checklist isn't a one-size-fits-all list that applies to every event to the letter — but it's a solid foundation you can adapt to the format and scale of your own event.

Bonus: checklist for online or hybrid events

• Internet connection tested, with a backup connection (mobile hotspot) ready
• Streaming platform and cameras tested at least a day in advance
• Moderator assigned for online chat and viewer questions
• Event recording prepared for later sharing

Hybrid events require essentially double the preparation — you need to think about the experience for guests on site as well as those watching online. It's worth putting one dedicated person in charge of the online side, independent of the coordinator managing the physical venue.

Who should own the checklist

We recommend that one specific person — the event coordinator — owns the checklist, rather than splitting it across several people with no clear ownership. A shared document with deadlines and responsible people next to each item significantly reduces the risk of something being forgotten.