Party Planning Pro: Your Ultimate Event Organiser Checklist

19 Jan 2023 02:30 PM

Party Planning Pro: Your Ultimate Event Organiser Checklist


Check, Check, Double Check: Your Guide to Organising a Stress-Free Event


Before the Event:

  • Define the event concept and goals
  • Research potential venues and select the best option
  • Consider the accessibility and parking options for Customers
  • Set a date and schedule for the event
  • Create a budget and plan for financing the event
  • Develop a marketing and promotion plan
  • Identify target audience and design a marketing strategy accordingly
  • Create a website and social media posts for the event
  • Create a registration process for attendees. Go to and create your event to provide tickets for customers.
  • Secure any necessary permits and insurance
  • Coordinate with vendors and suppliers
  • Create a schedule and plan for setup and breakdown
  • Confirm with all performers, speakers, and vendors
  • Prepare registration materials and name badges
  • Print any necessary signage and banners
  • Coordinate with volunteers and staff
  • Establish a communication plan for the team
  • Arrange for security and emergency services
  • Create a contingency plan for unforeseen events


During the Event:

  • Welcome attendees and manage registration 
  • Check Customers in using the Lybertine scanner 
  • Coordinate with vendors and suppliers
  • Monitor the event schedule and make any necessary adjustments
  • Ensure that all equipment and technology is functioning properly
  • Manage any unexpected issues or problems that may arise
  • Provide assistance to attendees as needed
  • Monitor the event for safety and security
  • Take photographs and videos to document the event
  • Ensure that all performers, speakers, and vendors are on schedule
  • Coordinate with volunteers and staff
  • Keep track of the attendance
  • Update social media and website with the event's progress
  • Collect feedback from attendees


After the Event:

  • Collect and document feedback from attendees, through surveys, interviews, or focus groups
  • Send thank-you emails or notes to attendees, vendors, and sponsors, and include a call-to-action for future events or feedback
  • Access reports on the event using the Lybertine Event dashboard, including attendance, revenue,,and feedback, and use it as a tool for future planning and budgeting
  • Share photos and videos on Lybertine stories from the event on social media, website, and email marketing campaigns 
  • Follow-up on any outstanding issues or problems, such as refunds, complaints, or lost items
  • Evaluate the event and plan for improvements, based on feedback and data collected
  • File any necessary paperwork, such as permits and insurance, and ensure that all bills and debts are paid
  • Prepare a budget report and review any surplus or deficit, and identify areas where cost can be cut or revenue increased
  • Document lessons learned and best practices, such as what worked well, what didn't, and what can be improved for future events
  • Evaluate the success of the event, in relation to the goals that were set and make adjustments to the planning of the next event.
  • Host a debriefing session with all the event staff, volunteers, vendors and contractors, to discuss what went well, what didn't and what can be improved for the next event.
  • Maybe drop your customers a nice message on the Lybertine app after the event to see if they enjoyed themselves and build a long lasting relationship.