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Step-by-step event planning checklist

Hannah Tips and tricks Insurance 4 min

Planning an event means juggling dozens of moving parts. From permits and suppliers to safety and communication – missing even one step can lead to delays or stress. With a solid checklist, you stay in control and ensure everything is handled on time. Here’s how to work towards a smooth and safe event, one step at a time.

A. Preparation & permits

  • Define your event’s goal and target audience
  • Confirm the date and location
  • Apply for permits or notify the municipality
  • Set your budget
  • Assign responsibilities
  • Calculate your event insurance premium early on

Solid preparation prevents last-minute stress. Once your goal and audience are clear, you can make smart decisions about your venue, programme and communications. Be sure to check if you need a permit or formal notification – this depends on the municipality and event type. And don’t wait to calculate your insurance premium. It helps you plan ahead and factor the cost into your budget early.

B. Run sheet & planning

  • Create your event programme and timeline (setup, live event, teardown)
  • Build a detailed event plan with tasks and key contacts
  • Add an emergency plan (for incidents or disruptions)
  • Align logistics and timing with suppliers (technical crew, catering, transport, etc.)

A well-structured run sheet is the backbone of your event. It prevents confusion and keeps everyone aligned. Don’t just list what happens, but who is responsible for what, and how changes will be communicated. Include your emergency plan in the same document, so all the key info is in one place.

C. Safety & risk management

  • Arrange first aid and security
  • Identify emergency exits and assembly points
  • Prepare for weather risks and backup supplies
  • Assess risks and decide which insurance coverages you need

Safety always comes first. Work with your venue to ensure emergency exits are clear and emergency services are accessible. Prepare for unexpected scenarios like bad weather or technical issues, and arrange backups (e.g. tents, lighting or power). With a solid emergency plan and the right event insurance cover, you’ll be fully prepared for the unexpected – and your event can run safely and smoothly.

D. Suppliers & logistics

The success of your event depends on the people behind it. Choose dependable suppliers and confirm all agreements in writing. Make sure schedules line up and keep one clear overview with contact details for every supplier.

Also discuss who’s responsible for insuring hired equipment like tents, stages or sound gear. Often, this falls to you as the organiser – and if not arranged properly, it can lead to unexpected costs or liability.

E. Communication & guests

  • Set up communication channels (website, social media, ticketing)
  • Brief staff and volunteers
  • Share clear information with guests (route, map, safety instructions)
  • Plan post-event communication (thank you email, follow-up)
  • Schedule an internal evaluation after the event

Clear communication prevents confusion. Make sure guests know where to go and what to expect, before and during the event. Brief all staff and volunteers properly so they’re sharing consistent information. Afterwards, take time to evaluate the event with your team – it helps you improve for next time. And don’t forget: a thank-you message or recap strengthens your connection with attendees.

Peace of mind starts with structure

A well-prepared checklist brings structure to your planning and peace of mind to your team. The better your preparation, the less likely things will go wrong.

Still, some risks are beyond your control – think bad weather, damage or last-minute cancellations. No Risk helps organisers and event planners get smart insurance cover so you can plan your event with confidence.

Get a quick quote for your event insurance – in just 2 minutes:

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