Event basics
Before you pick tools and processes, the project needs a clear frame.
To find the right setup for your format, see solutions by event type, from conference management to corporate event management.
Templates & checklists
Event planning checklist: every step from event basics to check-in
This event planning checklist walks you through every decision behind professional attendee management for corporate events, in seven parts: event basics, event website, invitation emails, registration, hotels, add-ons and on-site check-in. Each item can be checked off, and the list comes straight from AirLST project work.
Templates
Three templates to take with you
Event planning checklist
Seven parts from event basics to on-site logistics, ready to check off on this page.
Event invitation email
Six templates for client events, CEO invitations, company events, conferences, webinars and save the dates, plus subject lines and delivery.
Event feedback form
Twelve questions in four blocks with NPS and a 1 to 5 scale, extra questions by event type; as PDF and Word file.
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Event website and landing page
The event website is your shop window and your registration portal at the same time.
How this works in practice is shown on the event website builder page.
Emails and invitations
The invitation process decides your response rate and the first impression.
Every step of the send is handled by event invitation emails; all RSVPs come together in the digital guest list.
Event registration: which data do you collect?
The registration form determines how well you can plan, and how quickly guests get through it.
How to put the form together is shown on the event registration software page with custom forms.
Hotel booking
For events with overnight stays, hotel management belongs in the registration, not in email threads.
Add-ons
Useful depending on the format, so decide up front what you need.
On site: check-in and guest service on event day
Event day is the real test of your attendee management.
Next steps
From checklist to execution
Implementation guideWork through the checklist in the right order: six steps from goals to reporting.Read the guide Event glossaryUnsure about a term? Quotas, waitlists, accreditation and more, defined in brief.Look up a term All featuresEvery checklist item as a software module, from invitation emails to check-in.See all features
How other organizers have handled these items is shown in our customer stories and case studies, including Zalando, Amazon and Munich Airport.
FAQ
Event planning checklist FAQ
What should an event planning checklist include?
A useful event planning checklist covers every decision that has to be made before invitations go out and everything that has to work on the day: the event basics (goal, format, date, venue, capacity, team), the event website, the invitation emails, the registration form, hotel booking for overnight events, add-ons such as payment or waitlists, and on-site check-in with name badges and access control. This page lists all seven parts in that order.
What data should you collect on an event registration form?
As much as you need and as little as possible. Contact details such as name, company and email are almost always useful; travel details, workshop choices, side events and dietary requirements only if you really need them for planning. Every extra field slows guests down. Which fields are possible is shown in section 4 above and on the event registration software page.
Can one event management platform cover the whole checklist?
Yes. The checklist is built around the AirLST platform: event website, invitation emails, registration, hotel management, online payment, quotas, waitlist, name badges and check-in are each a module of it. The features overview shows every module.
At what guest count is event management software worth it?
Earlier than many planners expect: as soon as RSVPs, special requests and changes have to be tracked by hand, a central guest list saves time and avoids errors. You can try AirLST free for 30 days with up to 50 guests, enough to run a smaller event on the platform. Details are on the pricing page.
Is this event planning checklist available as a PDF?
Yes. The "Print or save as PDF" button next to the checklist prints only the seven parts, including the items you have already checked. In the print dialog, choose "Save as PDF". Your checks also stay saved in this browser until you clear them.