Event Planning 101: A Check List for the Day of Your Meetup, Panel, or Networking Event

Organizing real life events is an extremely time consuming but hugely rewarding experience. There’s nothing more powerful than connecting people in real life through fun and thought-provoking gatherings. I’ve been an unofficial event planner since high school, was a little more official in college, and I’m now organizing events all over the place with NY Creative Interns. Below is our current “day of” check list we use to stream-line the process to make the “run of show” as stress free as possible.

NY Creative Interns Panel Event Planning

Photo by Jehangir Irani // www.jiniproductions.com

A smooth event makes a happy panel and a happy audience

These tips are based off our panel style events; but can certainly be applied to any type of event. Check back for more posts on the event planning process. I hope that sharing these tips will inspire people to start throwing events, throw events more awesomely, and leave comments on what I’m missing. Because who doesn’t love an awesome event?

The photos you see are from our last big NY Creative Interns event, “Start Something: Why Every Creative Needs to Be an Entrepreneur” with Lauren Leto, Co-Founder of Texts from Last Night, Leigh Ann Tucker, Co-Founder of The Way We See the World, Laurel Touby, Founder of Mediabistro, and Audacia Ray, Founder of The Red Umbrella Project.

NY Creative Interns New School Event

What to print and bring to the event

  • Guest list (print or if you use eventbrite, I highly recommend you check people in through the site…fast and easy)
  • Space layout (tables, chairs, stools for speakers, location of photobooth, sign in table, table for giveaways, etc)
  • Quarter sheet fliers for upcoming events
  • Banner
  • Name tags
  • Giveaways
  • Sponsor posters
  • Shot list
  • Panelist background (email to team as PDF so everyone has it just in case)
  • Cash / change
  • List of questions for the panelists

Decide who is responsible for what

  • Guest List
  • Volunteer care
  • Writing the blog recap
  • Managing any deliveries (food, beer, ice, etc)
    • Know who to contact if delivery doesn’t show up on time.
    • Make sure payment has been made, and if not be sure you have cash to pay.
  • Projector set up
  • Seating set up
  • Video set up

NY Creative Interns Laurel Touby

During the panel

  • Thank host
  • Thank sponsors
  • Thank team
  • Ice breaker, introduce yourself to someone you don’t know near you
    • Ask how they found out about event and what they hope to get out of attending
  • Plug next event

NY Creative Interns New School Event Behance


Are there any other important day of things to remember? Is there anything else you want to know? Share your tips and ask questions in the comments.

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One Comment

  1. Posted December 8, 2011 at 11:35 pm | Permalink

    Thanks for sharing nice information with us. I like your post and all you share with us is uptodate and quite informative, i would like to bookmark the page so i can come here again to read you, as you have done a wonderful job.

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