PRODUCT LAUNCH
EVENT PLANNING CHECKLIST

GENERAL PROJECT INFORMATION

EVENT NAME	PROJECT MANAGER	EVENT DATE
00/00/0000
EMAIL (PROJECT MANAGER)	PHONE (PROJECT MANAGER)	EVENT WEBSITE
EMAIL (EVENT VENUE/HOST)	PHONE (EVENT VENUE/HOST)	ADDRESS

12 WEEKS PRIOR TO EVENT

X	TASK	DUE DATE	STATUS
Establish event goals and objectives
Develop event concept: theme and title of event
Choose event format: webinar, conference, or hybrid event
Choose event platform
Create event budget, list of necessary resource amenities (table/chair rentals, etc.), and timeline
Choose time and date of event
Create content/speaker and entertainment wish list and alternate list with budget limits for each
Identify team and contractor roles
Understand and define target audience
Initial marketing: send save the date and direct marketing to existing lists (or email newsletters)
Set registration pricing and ticketing
Determine venue amenities for speakers and attendees (parking, accessibility, etc.) regarding hybrid events

8 WEEKS PRIOR TO EVENT

X	TASK	DUE DATE	STATUS
Confirm physical venues necessary for hybrid events
Determine AV/production and technology needs associated with venues or individuals who are presenting
Confirm speakers, emcee, and staff who will be moderating
Develop attendee engagement strategy
Collect completed contracts and agreements from sponsors, presenters, and paid contractors
Collect logos, speaker photos, and additional collateral for event promotion and day-of usage
Widen marketing to new populations beyond those typical at face-to-face events
Market the event with teasers: speaker reveals, panel topics, and registrant benefits and amenities
Understand and define target audience
Market registration deadline, especially if there are early- bird prices, ticket limitations, and/or benefits

4 WEEKS PRIOR TO EVENT

X	TASK	DUE DATE	STATUS
Test sound and video equipment with speakers and staff
Do a test run of the event within your chosen event platform, adjusting capacity as needed
Familiarize yourself with the event platform’s streaming features and/or additional streaming options that you plan to deploy
Develop internal communications flow for during-event issues (routing questions or attendee input, etc.)
Communicate to registrants how the event will function, how to register, how to participate, etc.
Continue marketing the event in short-turnaround outlets (social media), and reinforce followership and event hashtags
Test attendee engagement tools and features (polls, surveys, etc.)
Plan attendee data collection strategies and post-event questions

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