Posted on August 28, 2025
When you’re a PA, you’re often the one trusted to pull off the company’s biggest business functions – from client dinners to large corporate conferences. It’s a huge responsibility, but also a chance to show just how organised, resourceful, and calm under pressure you can be.
Over the years at Oriel Partners, recruiting PAs and EAs for some of London’s most high-profile companies, I’ve seen one thing make the biggest difference: having a clear, chronological event planning checklist.
This guide walks you through exactly what to do and when to do it – from 12 weeks out to post-event wrap-up – so you can plan with confidence, avoid last-minute stress, and deliver a professional, successful event every time.
8-12 Weeks Before – Laying the Foundations
These early weeks are about building the framework of your event. Every action here sets up the later stages for success.
☐ Set your event goals
Goals might include: raising money, securing new clients, celebrating a milestone, launching a new product, or boosting team morale.
☐ Get stakeholder approval for event goals
This ensures everyone agrees on the purpose from the start and avoids misalignment later.
☐ Identify your target audience
Possible audiences include VIP clients, internal teams, potential sponsors, industry peers, or the public.
☐ Confirm audience expectations
Check likely preferences for format, formality, catering, and timing – these influence almost every other decision.
☐ Choose the event date
Use online event calendars to avoid clashes with major holidays, industry conferences, or busy travel periods.
☐ Get stakeholder approval for the date
Lock this in before committing to venue or supplier bookings.
☐ Select the event format
Decide between in-person, hybrid, or virtual, based on audience needs and budget.
☐ List technical and staffing requirements for chosen format
For example, hybrid events often require AV technicians, live streaming platforms, and dedicated moderators.
☐ Create your event master plan
Map out all tasks, deadlines, and dependencies from now through post-event wrap-up.
☐ Assign planning roles
Allocate responsibilities to an event manager, volunteers, or back-up volunteers for coverage.
☐ Set the event budget
Include venue, suppliers, catering, décor, marketing, security, insurance, and contingency funds (10-15% is a safe buffer).
☐ Get budget approval
Prevent overspending later by securing sign-off now.
☐ Research potential venues
Look for venues that meet capacity, accessibility, technical needs, and location preferences.
☐ Shortlist venues and book site visits
Aim for at least 2–3 strong options before deciding. Here is a list of some of the best corporate event venues in London.
☐ Apply for required permits and licences
Examples: alcohol service, road closures, amplified sound, or fundraising licences. Some take weeks to process.
☐ Research key suppliers
Identify caterers, AV companies, décor suppliers, photographers, videographers, and entertainment options.
☐ Request quotes from suppliers
Confirm availability for your chosen date and compare pricing.
☐ Prepare your initial marketing approach
Draft a save-the-date message and early social media or newsletter announcements.
☐ Confirm internal communication plan
Decide how and when stakeholders, colleagues, and contributors will be updated during planning.
☐ Book initial travel blocks for high-profile attendees
If key VIP guests require flights or trains, securing early fares can save costs.
☐ Draft a preliminary risk assessment
Identify potential risks (weather, technical issues, transport strikes) and note early mitigation ideas.
☐ Research potential sponsors
If sponsorship is part of your funding, start identifying target companies now. Here is a template for how to write a sponsorship request letter.
☐ Explore event management platforms
Test software for registration, ticket sales, attendee management, and communications – these decisions affect workflows later.
☐ Check for sustainability requirements
If your company has green targets, early supplier selection can help meet them. Here’s an article on how to plan a sustainable event.
Top Tip: Starting travel planning and risk assessments early is essential for larger or high-profile events. Even if you don’t act now, knowing what’s on your radar means fewer surprises later.
6-8 Weeks Before – Getting Organised
With the foundations set, this stage is about securing the core elements of your event and building its public presence.
☐ Book core event suppliers
Secure your chosen caterer, AV team, décor provider, photographer, videographer, and entertainment. Early booking ensures availability and allows time for planning.
☐ Confirm contracts with suppliers
Get everything in writing, including delivery times, payment terms, and cancellation clauses.
☐ Create event branding
Finalise your event logo, colour palette, and visual style, and consider using a good logo maker to ensure quick, consistent design variations. Consistency helps with recognition across all channels.
☐ Design promotional materials
Prepare banners, signage, digital graphics, and a promo video if required. These will be used in marketing and on the event day.
☐ Build your event page
Include event details, date, time, venue, and ticket purchase or RSVP options. Ensure it’s mobile-friendly and easy to navigate. Use an easy drag-and-drop website builder for events.
☐ Set up ticket sales or RSVP system
Test the process from a guest’s perspective to make sure it’s smooth.
☐ Confirm sponsorship agreements
Finalise benefits, deliverables, and timelines for each sponsor, and make sure they have your event logo and brand guidelines.
☐ Launch your marketing plan
Begin scheduled social media posts, blog updates, and press announcements. Use multiple promotional channels to reach your target audience. Get more tips on how to promote your event here.
☐ Send ‘save-the-date’ reminders
Email your guest list or target audience to prompt early sign-ups.
☐ Arrange travel and accommodation for VIP guests
Book flights, trains, hotels, and transfers, and confirm dietary needs or special requests.
☐ Book staff or volunteer training
Schedule any training sessions for check-in procedures, technical equipment, or event safety protocols.
☐ Update internal communication plan
Share progress updates with key stakeholders to ensure alignment.
☐ Prepare a press kit
Include event background, key contacts, sponsor logos, and high-resolution images for journalists.
☐ Secure promotional partners
Partner with influencers, community groups, or trade organisations to extend your event’s reach.
☐ Set up early bird pricing
If charging for tickets, offer a discount to encourage early sales.
☐ Arrange a site walk-through with suppliers
Helps everyone visualise the set-up and flag potential challenges early.
☐ Create a sponsorship prospectus
If still seeking sponsors, outline packages and benefits for potential partners.
Top Tip: I always recommend doing a supplier walk-through at this stage – it often prevents day-of surprises like insufficient power sockets or awkward stage placement.
3-4 Weeks Before – Fine-Tuning the Details
With your main suppliers, venue, and marketing in motion, it’s time to focus on the details that ensure your event runs smoothly and looks professional.
☐ Finalise the event programme
Confirm the running order, session times, and activity schedules with all involved parties.
☐ Get speaker and presenter confirmations
Ensure they have the date, time, location, and technical requirements for their sessions.
☐ Prepare scripts or talking points
For hosts, MCs, or speakers to ensure consistent messaging.
☐ Check dietary requirements
Update your caterer with confirmed dietary restrictions from attendees.
☐ Confirm seating arrangements
Assign tables or seats for VIP guests, sponsors, and any groups that need to be kept together.
☐ Test all technical requirements
Run checks on AV equipment, microphones, lighting, and internet connections.
☐ Arrange technical backups
Have spare microphones, backup laptops, and extra extension cables ready.
☐ Send first detailed attendee reminder
Include date, time, venue address, dress code, parking or transport info, and a link to the event page.
☐ Confirm branding placement
Check where your event logo, sponsor banners, and signage will be displayed.
☐ Order event supplies
Such as name badges, lanyards, pens, notepads, giveaways, and signage.
☐ Brief your team or volunteers
Run through their roles, shift times, and escalation procedures for issues.
☐ Review and update your event budget
Adjust for any changes or unexpected costs.
☐ Arrange an accessibility audit
Invite someone to review the venue for mobility, hearing, and vision accessibility.
☐ Plan on-site security
If required, confirm security staff and agree on procedures for entry, bag checks, and emergencies.
☐ Prepare contingency plans for key roles
Identify backups for MCs, tech leads, and volunteer coordinators.
☐ Organise photography shot list
Provide the photographer with must-have shots for marketing or sponsor obligations.
☐ Schedule a content rehearsal
Run through speeches, presentations, or performances in sequence.
Top Tip: I’ve found that confirming branding placement with venues early avoids last-minute compromises, especially when multiple sponsors are involved.
1 Week Before – Pre-Event Planning Push
This is the week for confirmations, final adjustments, and ensuring every moving part is ready for event day.
☐ Confirm final registration numbers
Verify numbers with your ticketing or RSVP system and communicate updates to all suppliers.
☐ Send updated orders to suppliers
Adjust catering, seating, and printed materials based on final attendance.
☐ Share the final event schedule with your team
Include timings, responsibilities, and escalation contacts.
☐ Confirm arrival times for suppliers and staff
Make sure everyone knows when to be on site.
☐ Arrange final site walk-through
Check the setup areas, signage placement, and tech equipment positions.
☐ Prepare on-site materials
Print guest lists, seating plans, programmes, speaker notes, and signage.
☐ Assemble event kits
Include essentials like pens, tape, scissors, chargers, batteries, and extension leads.
☐ Send final attendee reminder
Include all event details, arrival instructions, dress code, and any last-minute changes.
☐ Confirm VIP guest arrangements
Double-check travel, accommodation, dietary requests, and on-site host.
☐ Test all technical equipment again
Run final checks on AV, lighting, microphones, and streaming platforms.
☐ Review contingency plans
Ensure backup volunteers, technical equipment, and weather plans are in place.
☐ Check health and safety provisions
Confirm first aid cover, fire exits, and emergency contacts.
☐ Arrange an early set-up session
If possible, set up larger or more complex elements the day before the event.
☐ Prepare press/media welcome packs
Include event background, schedules, and key contact details.
☐ Schedule social media content for event day
Pre-load posts so you’re not relying on spare time during the event.
☐ Confirm accessibility arrangements
Re-check any mobility assistance, hearing loops, or interpreters booked.
☐ Organise thank-you gifts for speakers or sponsors
Order and wrap these for on-site presentation or post-event delivery.
Top Tip: I always keep a printed master schedule and contact sheet with me. Technology can fail, but paper copies are always ready.
Event Day – Executing the Plan
Today is about smooth execution. Arrive early, stay visible, and keep the event running to schedule.
☐ Arrive before the earliest supplier
Being on site first means you can oversee setup and answer questions immediately.
☐ Walk through the venue
Check décor, signage, seating, AV equipment, lighting, and accessibility arrangements.
☐ Set up the registration area
Lay out guest lists, name badges, pens, and check-in devices. Learn more here about how to create a great check-in experience.
☐ Brief your team or volunteers
Review the schedule, roles, and escalation procedures.
☐ Oversee supplier set-up
Ensure catering, AV, décor, and other suppliers are delivering as agreed.
☐ Welcome VIP guests
Assign a host or greet them personally to make them feel valued.
☐ Start check-in process
Monitor guest flow and resolve any issues with missing names or tickets. Look for a simple
☐ Monitor the event schedule
Keep sessions, catering breaks, and activities running on time.
☐ Manage technical requirements
Coordinate with AV teams to address sound, lighting, or streaming issues quickly.
☐ Keep stakeholders updated
Provide real-time updates to event managers, senior leaders, or sponsors.
☐ Capture event content
Take photos or videos, or work with a photographer to get key shots.
☐ Handle last-minute changes
Stay flexible for unexpected adjustments to the programme or set-up.
☐ Check health and safety measures
Ensure first aid, fire exits, and emergency procedures are clear and ready.
☐ Close the event formally
Thank attendees, sponsors, and speakers before ending the programme.
☐ Live stream the event
Test streaming platforms and monitor quality throughout.
☐ Collect live feedback
Use QR codes or short forms to gather attendee impressions on the spot.
☐ Run a backstage coordination hub
For large events, use a separate space for staff communications and storage.
☐ Offer on-site upgrades or sales
E.g., merchandise, VIP upgrades, or future event tickets.
☐ Provide real-time social media updates
Post highlights, quotes, and images during the event to engage remote followers.
Top Tip: I’ve found that keeping a visible but calm presence reassures guests and team members alike, even when something goes wrong behind the scenes.
1-3 Days After – Post-Event Wrap-Up
This stage closes the loop on your event, strengthens relationships, and captures insights while they’re fresh.
☐ Send thank-you messages
Email or post handwritten notes to sponsors, speakers, suppliers, and volunteers.
☐ Distribute post-event survey
Send to attendees, staff, and suppliers to gather feedback on what worked and what could improve. Here are some ideas for questions you could ask attendees.
☐ Evaluate event goals against results
Compare attendance, engagement, and revenue against your original event goals.
☐ Record final attendance numbers
Note both registrations and actual check-ins for future planning reference.
☐ Share post-event content
Publish photos, videos, and highlight reels on the event page, blog, and social media. Tag sponsors, speakers, and partners to increase reach and goodwill.
☐ Reconcile the event budget
Match actual spending to the approved event budget, noting variances.
☐ Pay outstanding invoices
Clear supplier and contractor payments promptly to maintain good relationships.
☐ Hold an internal debrief
Meet with the team to discuss successes, challenges, and ideas for improvement.
☐ Save attendee engagement data
Export analytics from registration software, social media, and surveys for reporting.
☐ Send sponsor impact reports
Showcase brand exposure, attendee engagement, and ROI to maintain sponsor relationships.
☐ Offer attendees a follow-up offer or invitation
For example, discounted tickets to future events or early access to content.
☐ Submit press releases or media recaps
Share event highlights with relevant publications or websites.
☐ Send personalised messages to VIP guests
Reference specific conversations or moments from the event to strengthen connections.
Top Tip: Following up quickly shows professionalism and keeps your event fresh in everyone’s mind, especially when building long-term relationships.
1-2 Weeks After – Learning for the Future
This stage ensures every event makes the next one easier, more efficient, and more successful.
☐ Review feedback data in detail
Analyse survey responses, social media comments, and informal feedback from attendees, staff, and suppliers.
☐ Document key successes, challenges and solutions
List what went well – from smooth check-in processes to popular catering choices – so they can be repeated. Note what caused delays, confusion, or extra costs, and how you resolved it.
☐ Update your event planning checklist
Add any new tasks or steps based on this event’s experience to improve future planning.
☐ Meet with key stakeholders for a debrief
Present the results, highlight successes, and address any concerns for future events. Read more about how to measure the success of your event beyond attendance.
☐ Archive all event documents
Save contracts, schedules, checklists, branding materials, and budgets in a central, accessible location.
☐ Update supplier list with notes
Record performance, reliability, and pricing to make vendor selection easier next time.
☐ Close out the project formally
Mark the event as complete in your project management system and release any remaining team resources.
☐ Nominate the event for awards
Industry recognition can boost credibility and attract future attendees or sponsors.
Top Tip: Keeping a running “lessons learned” document means you’re never starting from scratch. Each event becomes a blueprint for the next.
Excellent event planning and execution are part of what makes a PA so valuable. To find out how to be an exceptional PA, read our How to Be a Good PA ( According to Top Executives) guide.
Make the Event Planning Process Even Smoother
Planning a business function as a PA means balancing big-picture strategy with the smallest of details – and this event planning checklist is designed to help you do just that. By working through each stage in order, you’ll avoid last-minute stress, keep stakeholders happy, and deliver a professional, memorable event.
If you want to make the process even smoother, event management software InEvent offers unified registration and ticketing, custom-branded mobile apps and virtual lobbies, live streaming and interactive tools, and real-time analytics and attendee management — all from one central hub.
About the Author / Auria Heanley
