The Secret to Event Checklists that Actually Work

After 20 years and 700+ events, I can tell you this: the best event planners aren’t the ones with the prettiest templates—they’re the ones who refine relentlessly.

But, if yours feels bloated, outdated, or like it’s missing something you can’t quite name, it’s time to rework your approach.

Checklists are the unsung heroes of every great event.

#1: Start with Specificity

Generic checklists are where good events go to die. Planning a VIP client dinner? Your checklist shouldn't look anything like the one you used for your company’s booth at a 3-day trade show.

Ask yourself:

• Who’s attending, and what do they expect?

• What’s the objective (networking, lead-gen, internal culture)?

• How long is the event, and what’s the format?
  

The more specific you get at the beginning, the less chaos you’ll deal with later.

#2: Use AI—But Don’t Let It Think for You

Tools like ChatGPT are incredible for generating first drafts and filling in gaps you might miss. But the key is customization. A prompt won’t understand your brand voice, your stakeholder politics, or your venue limitations—you will.

Use AI to:

• Refine what you’ve already built

• Brainstorm new checklist items

• Adapt existing templates to new formats

• 
  

Pro tip: I dropped some great ChatGPT prompts in a recent Instagram post if you want to jumpstart your checklist in under 30 seconds.

#3: Make Iteration Your Secret Weapon

Your checklist should evolve with every event you execute. After each one, block 15 minutes to jot down what worked, what didn’t, and what you wished you had remembered earlier.

Keep a master checklist, but clone and tweak it for every unique event. That way, you're not reinventing the wheel—but you're never settling for “good enough.”

#4: Collaboration Is Key

If you’re working on a team or with vendors, your checklist is only as strong as your communication. Share it. Review it. Assign accountability. The best checklists serve as both a to-do list and a shared roadmap for your crew.

And, if you’ve got a checklist that works, I’d love to see it - comment below.

Let’s build smarter together.