Build your event project checklist
You run an event and want a clear list of what needs doing, by when and by whom.
…
The short answer
Tick the scope areas you are using, such as venue, programme, speakers, registration, suppliers, production, sponsorship and communications. The builder returns a checklist grouped by phase (plan, prepare, deliver, close) and by scope area, with an owner against each task.
Dates appear only when you set your event date and the lead time for each phase. If the date is undecided, the tasks stay undated. Tasks with no owner are listed as unassigned.
What to enter
- Event format: in person, hybrid or online.
- The event date, or Not decided yet.
- The weeks before the event by which plan and prepare tasks should be done, and the weeks after for close-out. Leave a lead blank if you do not know it.
- The scope areas you are using, and a named owner or role for each.
- Any extra tasks of your own, attached to a scope area and a phase.
How to read the result
Each row shows the phase, scope area, task, owner, due date and due status. A task with no owner shows as Unassigned, and the count appears at the top.
If you enter a status date, tasks are marked overdue, due today or upcoming against that date. Without one, due status is not checked.
Limits
The tasks are a starting list, not a complete list for your event, and they do not cover permits, safety or legal duties. Add your own tasks and remove what does not apply.
You choose the lead times. The builder uses the weeks you enter and never invents a date.
Using the result
Share the checklist with the owners and agree the dates together. For a long supplier list, the event RFP builder helps you brief suppliers, and the conference programme planner checks session timings.
Worked example · Fictional example
A fictional members forum
Fictional figures, to show how undated and unassigned tasks appear.
A fictional association ticks venue, programme, speakers, registration, production and communications for a hybrid forum on 18 March 2027. It enters 12 weeks for planning and 4 weeks for preparation.
Planning tasks fall due on 24 December 2026 and preparation tasks on 18 February 2027. The speakers and production areas have no owner, so their tasks are listed as unassigned. Had the date been undecided, every task would show No date.
Use this yourself
Event project checklist
Copy this table, list one row per task, and write a real owner and date only when they are agreed.
| Phase | Scope area | Task | Owner | Due date | Done |
|---|---|---|---|---|---|
| Plan | |||||
| Prepare | |||||
| Deliver | |||||
| Close |
Handle it in-house, or bring in help?
Your team can usually handle this when
- The event is small, the team is small and everyone knows their part.
- You only need a list to tick off and share.
Outside planning help earns its fee when
- Several suppliers and teams depend on each other and the date is still moving.
- Nobody owns the whole plan, and tasks keep falling between teams.
- You want the scope, responsibilities and timeline written down before work is divided.
Want the checklist turned into a plan your team can follow?
An Event Blueprint can set out the scope, timeline and responsibilities for your event, so each owner knows what they are accountable for. Your team decides what goes into it. Send us your checklist, and we will reply with the level of support that fits and what it would cover.
Questions organisers ask
What happens if I do not know the event date?
Choose Not decided yet. The tasks are listed without dates. The builder estimates nothing for you.
Why does a task say Unassigned?
Its scope area has no owner. Enter a name or role for the area and the tasks follow.
Can I add my own tasks?
Yes. Add them under extra tasks with a scope area and a phase. They appear in the checklist.
Related resources
Content record: Written by the EventConsultant team to our editorial rules. Sources are listed on pages that rely on them.