Event Planner Toolkit – The Basic Essentials

In the detailed, deadline driven world of event management, it’s necessary to have a robust action plan to design, organize and operate your event efficiently, and successfully.  And you need the right tools to develop and execute that plan.

Navigating the road is easiest by breaking down the different components of the planning process, and developing the tools and procedures that will align with your strategy and set you up for success. You need tools for each component, from event design to venue selection, budget management to contract negotiations, logistical operations, and everything in between.

During IMEX America 2021, consider participating in the professional growth educational track which includes the Event Planner Toolkit covering event planning essentials such as contracting, negotiating, budget management, operations, logistics and event design. There you’ll learn valuable tips and tricks, tried and true methods, and hear from leading experts to assist in the efficient planning of your events. 

At the beginning stage of planning for your event, consider the who, what, when, where and why for each component. Must have tools are a budget template, itinerary template, operation checklist and venue sourcing checklist, to name a few.  These will help you navigate the details and stay on time, and on budget!

Event components to consider:

Event design – What is the purpose of your event, the why?  What are the goals?  Who is your audience?  Plan an overall timeline for the event with key deliverables, venue search and contract, order gifts, send invites, etc.

Budget Management– include detailed line items for every component of the event.  Err on the side of caution and provide a cushion for unexpected necessities.  You need a robust budget management system to keep you on track.  Constant review of your budget is essential.

Venue sourcing and contacting – Determine program dates, destination, and venue.  Where will you host the event?  The venue you select for your F2F or hybrid event should be in alignment with the type of atmosphere you want to create, and above all, within budget.  Check, and double check, your dates for any conflicts (think holidays, competitive industry events).  Know the weather expectations, accessibility for participants, amenities that are important to your group, budget, and be sure to incorporate any corporate guidelines.  Understand the terms and conditions of your contract, thoroughly, and have a clear outline of all event space, before signature.

Operations/Logistics – It should go without saying, but prepare a detailed operational checklist or agenda, including all information on the various tasks that will need to be completed. Agenda should include all before, during, and after elements, prioritizing tasks and setting deadlines.  Who will be responsible for each task?Rock the call for action when organizing your event, with the right tools.  Use everything at your disposal to navigate the event timeline with more control, and less guesswork, and ultimately present a successful and memorable event.

Look for the professional growth educational sessions at IMEX America 2021 which will help develop your own, valuable resources for event success.


Regina Allen, Corporate Meetings and Events Strategist i-Meet, the online business community for people who plan meetings and events.   


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