# data[].attributes.body
What is your event’s purpose? Who is your target audience? Fine-tuning your goals and purpose will help you to guide the rest of your planning process and set key metrics for success.

# data[].attributes.attachment_link.readable_text
The Ultimate Event Planning Checklist
Whether it's your first event or your hundredth, event planning involves a lot of multitasking. Stay on top of your game with the ultimate event planning checklist.

The Ultimate Event Planning Checklist

1. Establish your goals and objectives

What is your event's purpose? Who is your target audience? Fine-tuning your goals and purpose will help you to guide the rest of your planning process and set key metrics for success.

From venue hire to catring costs, creating a budget is a crucial step in the planning process. Make sure to obtain quotes from different venues, vendors, suppliers to make the most of your event budget.

Depending on the size and scope of your event, you'll likely want to coordinate the date with other factors, considering things like competing events, seasonality, weather, and audience preferences.

searches from people looking for things to do on Eventbrite in 2022

of total tickets sold are driven by Eventbrite discovery

more the consumer reach of our closest competitor

Complete the form to access our exclusive content

Frequently Asked Questions

Why do I need to fill out the information on the form?

Is this content really free?

How can I use Eventbrite to plan my events?

# data[].attributes.attachment_link.description
Whether it's your first event or your hundredth, event planning involves a lot of multitasking. Stay on top of your game with the ultimate event planning checklist.

# data[].attributes.attachment_link.title
Organising a voluntary event: a ‘can do’ guide

# data[].attributes.attachment_link.description
Voluntary and community events are an important aspect of everyday life that help encourage people to play a more active part in society.

# data[].attributes.attachment_link.readable_text
This month RBFD join together with Maidstone YMCA to bring you our Sands charity Keepie-Uppie fundraising event 2 for 2!

On February the 24th 2024, at 2.15pm, we will blow the start whistle, and up to 60 young ballers will commence their collective challenge to complete 2000 keepie uppies in two hours.

Ballers between the ages of 5yrs and 13yrs will assemble at the YMCA astro-turf, to raise money for Sands charity, in memory of our RB baller Gio's younger brother Raphael, and all other children and families that have suffered the loss of a new born child.

On the day, we will have an epic raffle, and our trusty raffle team Susan and Andria are already busy preparing prizes. With some very generous donations from local businesses in the area, this is set to be the best raffle Maidstone has ever seen! You can buy tickets now by visiting the main entrance of the YMCA and asking for Susan or Sam.

There will also be a bake sale and other treats to purchase at site for a small donation to the cause, so bring your smiles, bring your bank cards, bring your pounds and pennies, and let's show everyone what the Maidstone community is made of!

You can donate a gift for the raffle from your business by emailing or by seeing Sam and Susan at the YMCA Maidstone reception.

This month RBFD join together with Maidstone YMCA to bring you our Sands charity Keepie-Uppie fundraising event 2 for 2!

On February the 24th 2024, at 2.15pm, we will blow the start whistle, and up to 60 young ballers will commence their collective challenge to complete 2000 keepie uppies in two hours.

Ballers between the ages of 5yrs and 13yrs will assemble at the YMCA astro-turf, to raise money for Sands charity, in memory of our RB baller Gio's younger brother Raphael, and all other children and families that have suffered the loss of a new born child.

On the day, we will have an epic raffle, and our trusty raffle team Susan and Andria are already busy preparing prizes. With some very generous donations from local businesses in the area, this is set to be the best raffle Maidstone has ever seen! You can buy tickets now by visiting the main entrance of the YMCA and asking for Susan or Sam.

There will also be a bake sale and other treats to purchase at site for a small donation to the cause, so bring your smiles, bring your bank cards, bring your pounds and pennies, and let's show everyone what the Maidstone community is made of!

You can donate a gift for the raffle from your business by emailing or by seeing Sam and Susan at the YMCA Maidstone reception.

# data[].attributes.attachment_link.description
This month RBFD join together with Maidstone YMCA to bring you our Sands charity Keepie-Uppie fundraising event 2 for 2!

# data[].attributes.attachment_link.readable_text
Andy Cranch is lacing up his boots for the ultimate charity challenge, where he hopes to raise £7,000 for East Anglia's Children's Hospices (EACH).

After starting his challenge at Cambridge United next Tuesday, he will move onto Norwich City before gracing the JobServe Community Stadium pitch.

Andy will then move onto Gillingham and Crawley Town, to complete the day.

READ MORE: The day Colchester United returned to the Football League in style

His fortnight-long challenge will see him head south, before dipping into Wales and then travelling north before finishing at Ipswich Town's Portman Road, on May 20.

At every club he will complete 1,000 keepie-uppies - a feat he expects to complete in 15 minutes.

He will then jump back in his car and move onto his next port of call.

Andy said: "I'm excited and looking forward to it.

"I've always wanted to visit all 92 clubs and couldn't think of a better way to do it, meeting football friends along the way while at the same time supporting the wonderful EACH.

"I just hope the public get behind me, because I'm hoping to raise as much as possible.

"It's a local charity and a very special cause - one everyone is aware of and feels strongly about. It's an institution in this part of the world.

"EACH has touched, helped and supported so many people and if I can do anything to help, then I most definitely will.

"The keepie-uppies are the easy bit - it's like riding a bike to me.

"The hardest part will be the travelling around and undoubtedly there will be a few logistical issues along the way, but nothing we can't sort out."

READ MORE: Ben Garner nominated for League Two Manager of the Month award

Andy has set himself a target of £7,000 for this challenge - the amount it costs to run each of the three hospices, per day - and has a special connection as sister-in-law Jules Gibson-Cranch is Locality Wellbeing Lead at The Treehouse, in Ipswich.

The 58-year-old recently paid a visit to the EACH hospice at Milton, where he was shown around by Community Fundraiser Helena Davis.

"Going to the hospice was a real experience and underlined the reasons why I want to take on this challenge," he said.

"It's a special place and it was also a real privilege to meet so many great people who work there.

"Everyone is so passionate and dedicated to the charity and that shines through in all the conversations I've had.

READ MORE: Vote for your Gazette Colchester United Player of the Season

"It's spurred me on and I feel completely motivated. It's going to be an amazing experience and I dearly hope everyone gets behind me and offers their support.

"I'm grateful for all donations and sponsorship, no matter how big and small. Every contribution is vital and appreciated."

Andy plans to post daily updates and photos on his Twitter feed (@cranch_andy), using the hashtag #EACK 92.

To sponsor him, visit www.justgiving.com and search 'Andrew Cranch'

# data[].attributes.attachment_link.title
Football fanatic to stop off at Colchester United as part of keepie uppie challenge

# data[].attributes.attachment_link.description
Andy Cranch to visit Colchester United as part of unique charity challenge

# data[].attributes.attachment_link.readable_text
Event management is a complex field that requires a broad skill set and the ability to adapt to a variety of situations. Your success in this domain hinges on the collaborative effort of a dedicated team, each member specialising in a critical area of the event planning and execution process. Understanding the key roles within an event management team can greatly enhance your ability to deliver a well-organised and memorable event!

Event Manager

As an event manager, your role is pivotal to the coordination and success of any event. You must ensure every aspect is meticulously planned and executed.

Responsibilities

Key Skills

💡 Read more: What Does An Event Manager Do?

Event Coordinator

As an Event Coordinator, your role is central to the successful execution of events, focusing on logistics and operations management. You'll need to juggle various tasks effectively and possess a diverse skill set to ensure event goals are met.

Responsibilities

Create detailed event plans, including timelines and layout schematics.

Coordinate with clients to establish event objectives and requirements.

Liaise with vendors and suppliers to organise services such as catering, audio-visual equipment, and transport.

Manage event budgets and handle invoices.

Oversee on-site event operations, troubleshooting any issues that may arise.

Conduct post-event evaluations to assess outcomes and gather feedback.

Key Skills

Venue Finder

The Venue Finder is pivotal within an event management team, ensuring the selection of an appropriate location for the event. The success of the event is often contingent on your choice of venue.

Responsibilities

Scout and Secure Venues: You locate potential venues, arrange viewings, and negotiate contracts.

Logistical Planning: Align venue amenities with event requirements, considering factors such as capacity, accessibility, and technical capabilities.

Key Skills

Negotiation: Secure favourable terms and prices.

Attention to Detail: Scrutinise contracts for clauses that could impact the event.

Finance & Budget Manager

Your thorough understanding of numbers and financial acumen is pivotal as a Finance & Budget Manager in an event management team. You oversee the financial health of the event, ensuring costs are tracked and the budget is adhered to.

Responsibilities

As the Finance & Budget Manager, your primary responsibilities include:

Budget Development: You are tasked with creating a comprehensive budget that details expected revenues and expenses. This serves as the financial blueprint for the event.

Financial Tracking: You must keep a meticulous record of all financial transactions and make certain that spending aligns with the budget.

Cost Analysis: Regularly analyse costs to find savings and ensure cost-effectiveness without compromising the quality of the event.

Financial Reporting: Prepare clear and accurate financial reports for stakeholders, highlighting the status of the budget and forecasted financials.

Vendor Payments: Manage and negotiate payments and contracts with suppliers, ensuring timely settlements to maintain good relationships.

Key Skills

Key skills that you should possess as a Finance & Budget Manager include:

Analytical Thinking: Ability to dissect financial data and extract actionable insights.

Attention to Detail: Precision in managing numbers and budgets, ensuring no discrepancies.

Strategic Planning: Proficiency in planning for the financial needs of the event and anticipating future costs.

Communication: Clear and efficient communication with team members and stakeholders regarding financial matters.

Problem-Solving: Aptitude for resolving financial issues and implementing cost-saving measures when necessary.

Creative Director

In the context of event management, your role as a Creative Director is crucial for steering the event's vision and aesthetic. You bridge the gap between the concept and the actual experience of the attendees.

Responsibilities

Key Skills

Marketing Manager

The Marketing Manager is central to driving event awareness and engagement. Your role is to develop and execute marketing strategies that effectively promote the event.

Responsibilities

Develop Marketing Strategies: You create comprehensive marketing plans that cover the event's goals, target audience, and the channels to be used.

Brand Management: You ensure the event branding is consistent across all materials and channels.

Content Creation: You oversee the creation of promotional content such as social media posts, email campaigns, and advertising copy.

Analytics and Reporting: You analyse marketing data to report on the effectiveness of campaigns and adjust strategies accordingly.

Collaboration: You work closely with other team members to align marketing activities with the overall event objectives.

Budget Management: You are responsible for the marketing budget and ensuring the best return on investment for all campaigns.

Key Skills

Sponsorship Coordinator

The Sponsorship Coordinator is crucial to securing funding and support for events. They engage with potential sponsors and maintain relationships with existing ones to ensure financial and promotional needs are met.

Responsibilities

Identify and Research Potential Sponsors: Research, identify, and reach out to potential sponsors who align with the event's vision and goals.

Create Sponsorship Packages: Develop tailored sponsorship packages that offer valuable opportunities for sponsors while meeting the financial goals of the event.

Negotiate Sponsorship Deals: Negotiate terms and benefits with sponsors, ensuring a mutually beneficial agreement is reached.

Stewardship of Sponsors: Maintain ongoing communication with sponsors before, during, and after the event to ensure they receive the agreed benefits.

Sponsor Fulfilment: Oversee the delivery of sponsor entitlements, such as advertising, speaking opportunities, and branding placement.

Monitoring and Reporting: Track sponsorship results and provide reports on the effectiveness of the sponsorships to both the event team and the sponsors.

Key Skills

Communication: Excellent interpersonal and communication skills for effective negotiation and relationship management.

Sales and Marketing Acumen: Strong understanding of sales and marketing principles to create attractive sponsorship opportunities.

Organisation: Ability to manage multiple sponsorship accounts and fulfilment processes with keen attention to detail.

Problem-Solving: Resourcefulness in overcoming challenges and meeting sponsor expectations.

Head of Logistics

As the Head of Logistics for an event management team, you play a crucial role in ensuring the seamless flow and coordination of event operations. Your duties straddle both strategic planning and practical application.

Responsibilities

Your primary responsibilities include:

Overseeing vendor relations: It's your job to liaise with third-party vendors to ensure that all supplies and equipment are delivered on time and meet the event specifications.

Managing transportation: You need to coordinate all transportation logistics, including attendee transfer and parking solutions.

Venue setup: You must ensure the event space is prepared according to the event plan, including the layout of furniture and equipment.

Contingency planning: You are responsible for creating backup plans to address any unforeseen circumstances that may affect the event.

Key Skills

The necessary skills for a Head of Logistics include:

Technical knowledge: Knowledge of logistics software and understanding of supply chain management.

Interpersonal: Strong communication and negotiation abilities.

Problem-solving: Ability to anticipate and tackle issues proactively.

Organisational: Exceptional time management and multitasking capabilities

Technical Director

When managing an event, your role as a Technical Director is crucial for ensuring all technical aspects of the production are planned, executed, and delivered successfully.

Responsibilities

Key Skills

Leadership: Strong leadership skills help you manage and motivate your technical team effectively.

Technical Knowledge: A deep understanding of sound, lighting, rigging, and AV technologies is imperative.

Problem-Solving: Your ability to resolve technical issues swiftly and calmly is key.

Communication: Clear and concise communication ensures smooth coordination between different departments.

Attention to Detail: Vigilance in overseeing every technical detail ensures the event runs smoothly.

Registration & Ticketing Coordinator

The Registration & Ticketing Coordinator is central to the success of an event, ensuring attendees are efficiently processed and that ticketing operations run smoothly.

Responsibilities

Oversee Registration Process: You must manage the entire registration process, which includes the setup of online registration systems, the collection of attendee data, and the handling of on-site registration procedures.

Ticketing Management: Your responsibility is to oversee the distribution and sale of tickets, monitor ticketing platforms, and ensure a seamless experience for attendees.

Attendee Support: You are expected to provide prompt assistance and resolve any ticketing or registration issues that attendees may encounter.

Data Coordination: You will maintain the accuracy of attendee data and prepare reports on registration metrics.

Liaison Work: You must coordinate with other team members to ensure information is up-to-date and any changes in event details are reflected in the ticketing information.

Key Skills

💡 You might like this guide: Best Practices For Managing Large-Scale Events.

Content & Speaker Coordinator

As the Content & Speaker Coordinator, you play a pivotal role in shaping the knowledge-sharing aspect of the event. Your main task is to curate content and manage speakers effectively.

Responsibilities

Key Skills

Communication: You must possess excellent verbal and written communication skills.

Organisation: High organisational capability is crucial to manage multiple speakers and content streams.

Time Management: Being capable of strict time management to adhere to the event schedule.

Problem-Solving: The ability to calmly address and resolve unforeseen issues with content or speakers.

Bringing It All Together

The success of any event hinges on the seamless collaboration and expertise of its management team. Whether it's the creativity of the Marketing & Promotion Manager in attracting attendees, or the precision of the Logistics Manager in executing the event's physical requirements, every team member contributes significantly to the event's outcome!

💡 Read more: What To Look For In An Events Management Company.

# data[].attributes.attachment_link.title
11 Important Roles In An Event Management Team - Wildfire Agency

# data[].attributes.attachment_link.description
Event management is a complex field that requires a broad skill set and the ability to adapt to a variety of situations.