Event Checklist
A production checklist for running in-person and hybrid events.
By James Schramko · Updated May 2026
Used for in-person and hybrid events from 50 to 250+ people. This reflects current production standards for 2026.
Date and Lead Time
- Minimum three months lead time for 100+ person events
- Check for school holidays and competing industry events
- Weekdays work well for business events
- Book venue before announcing publicly
General
- Public liability insurance policy
- Contingency budget: 10-15% of total event cost
- Single point of contact for all vendor communications
Venue
- Contract reviewed and signed
- Room size and layout confirmed (theatre, classroom, workshop)
- Price per person or flat hire fee confirmed
- Catering options locked in (morning tea, lunch, afternoon tea minimum)
- Registration desk space allocated
- Sponsors or partner tables arranged
- Welcome signage organised
- Flip chart or whiteboard available if needed
- Reliable internet confirmed (ask for dedicated bandwidth, not shared)
- Travel details and maps for attendees
- Discount codes for nearby hotels
- Breakout rooms booked if needed
- Parking details confirmed
- Accessibility requirements checked
Hybrid and Streaming (If Running Virtual Component)
- Streaming platform selected (Zoom Webinar, StreamYard, or equivalent)
- Dedicated tech operator for stream (not the same person managing room)
- Camera positioned to capture speaker and slides simultaneously
- Stream test run completed 48 hours before event
- Recording enabled and storage confirmed
- Virtual attendee onboarding email sent in advance
If Selling at the Event
- Payment processing ready (Stripe, Square, or card terminal)
- QR codes printed for offer pages
- Order forms as backup if QR fails
- Offer sheet printed for each seat or table
- Sales team briefed and stationed near exits
Merchandise
- Branded items ordered 4+ weeks out (clothing, books, printed workbooks)
- Workbook printed and quality-checked
- QR codes in workbook linking to digital resources
- Prizes sourced for competition or giveaway
- Pens, A4 and A3 sheets, markers, tape, scissors on site
Video Production
- Two cameras minimum (one wide, one close)
- Output format confirmed: MP4, 16:9
- Delivery timeline agreed in writing (2 weeks is standard)
- Royalty-free intro and outro music sourced
- Logo bumper for video created
- Edit style agreed (slides-over-speaker or full stage)
- Recording release signed by all speakers
- Photographer booked (contra or paid) for stills
- High-res logo provided to crew
Team Roles
- Name tags printed (include first name, large font)
- Timekeeper with visible timer on floor monitor
- Door check-in with registration list
- Greeter for VIP or first-time attendees
- Merchandise handler
- Venue liaison (knows where everything is)
- Tech support (AV, stream, slides)
Staging and AV
- Microphones (handheld and lapel if available)
- PA speakers positioned correctly
- Stage or riser confirmed
- Lighting wash on presenter (not just room lighting)
- Sound check completed morning of event
- Clicker remote tested with slides
- Projector and screens (dual if room is wide)
- Confidence monitor on floor for presenter to see slides without turning around
- No lectern
- Chairs or stools for panels
Registration
- Filming and recording release form at check-in
- Ticket pricing tiers released in stages (early bird, standard, late)
- Follow-up sequence for early bird expiry
- Partner discount on thank-you page
- Bulk or group discount available
- Cross-sell to membership or program on thank-you page
- Downsell to recordings for people who cannot attend
- Upsell recordings to attendees post-event
- Cart abandonment follow-up email sequence
- Signage for merchandise table
- Stationery kit: scissors, tape, markers, paper, pens
Pre-Event Survey
Send 2-3 weeks before the event. Use Typeform or Google Forms.
- Why did you buy a ticket?
- What is your biggest challenge right now?
- What is your current revenue?
- What do you most want to leave with?
- Who are you most looking forward to learning from?
- Link to support desk on thank-you page
Promotion
- Sales page live before any promotion begins
- LinkedIn text-default posts (proof, behind-the-scenes, speaker spotlights)
- YouTube content leading to event (case studies, previews, speaker interviews)
- Email series with price-change reminders
- Bring-a-friend offer or referral incentive
- Podcast episode with each speaker (record in advance)
- Testimonial content from past events
- FAQ post covering who, what, when, where, why
- Early bird video: three reasons to buy now
- Post-purchase cross-sell to membership trial
- Price increases each month (reference a high anchor)
- Banner on website homepage
- AI-assisted email sequences for event drip
Slides and Content Delivery
- All slides submitted minimum 5 days before event
- Format: 16:9, Keynote preferred
- No bullets or multiple lines of text per slide
- Large font readable from back of room
- No slide transitions
- Stories and images over text
- No live internet demos (screenshot instead)
- Speaker content brief sent 6 weeks out
- Open event yourself; close event yourself
- Each speaker introduced by host
- Competition or exercise to engage the room mid-event
- WCO (Win, Challenge, One Thing) format for workshops and mastermind days
Equipment
Presentation
- Dual projectors and screens
- Signal booster if room is large
- 2 handheld wireless mics
- UHF sound control
- PA speakers and amp
- Lighting: stage wash
- Clicker remote
- Drapes if needed for stage framing
Video
- 2 broadcast cameras with tripods
- Vision switcher
- Harddrive for recording (MP4 output)
- Shotgun mic for audience questions
- Belt pack and headset for crew communication
- All footage delivered within 2 weeks, with intro bumper
Post-Event
- Convert event sales page into a content or subscription page
- Update links to point to ongoing offer
- Stop paid ads the day after event
- Follow up with video crew on delivery timeline
- Run a post-event survey (see below)
- Post-event summary webinar with a pitch for those who did not attend
- Pay all vendor invoices within agreed terms
- Publish event photographs to email list and social
- Create individual speaker highlight clips
- Ask speakers to endorse the event to their audiences
- Final venue invoice reconciliation
- Rebook venue for next event if satisfied
- Send thank-you email to all attendees
- Archive recordings in membership or paid access
Post-Event Survey
Send within 48 hours of event close.
- What was the best session and why?
- What doubts did you have before coming?
- How did the event compare to your expectations?
- How would you describe this event to a business friend?
- Who would you like to see speak at the next event?
- What would have made this better for you?
- Will you come again?
- Anything else?