If you’ve ever planned a large event, like a wedding, you know the to-do list is long. When you’re organizing a public, ticketed event, that list gets even bigger and more complex.

It can feel overwhelming. Where do you even start? What needs to get done, and when? Some things like permits and insurance, have firm deadlines. Others can’t be tackled until the final stretch. Getting the timing right is half the battle.

From our years of planning multiple events, we’ve found that breaking your master to-do list into mini-deadlines is the most effective way to stay organized and on track. It also makes it easy to delegate — assigning tasks to the right people based on their strengths ensures nothing slips through the cracks.

This is the phase for locking in the big-picture items that have limited availability or long lead times:

• Confirm event dates
• Book your venue
• Hire your main entertainment or headlining acts
• Identify and approach a title (main) sponsor
• Book your seating — if you require a large number of seats, request a quote as early as possible. Large events often book bleachers up to a year in advance. If you’re in Ontario, Florida, or anywhere in between, contact us for a free quote
• Begin building your event budget and revenue projections
• Confirm your event’s core concept, target audience, and ticket pricing structure

With the big pieces in place, this phase focuses on logistics, compliance, and early marketing:

• Apply for all required event permits from your local municipality or county
• Apply for event liability insurance
• Apply for a liquor permit if alcohol will be served
• Book security personnel
• Begin recruiting and booking vendors
• Approach businesses for event sponsorship
• Design and order posters, flyers, and promotional materials
• Order tickets and set up your sales outlets (online and in-person)
• Create your event on social media and begin building an audience
• Confirm your volunteer and staffing needs and begin recruiting

Now it’s time to shift into promotion mode:

• Order wristbands and any other event entry materials
• Send out a press release to local media
• Begin distributing posters and flyers in the community
• Launch online and social media advertising
• Confirm your entertainment schedule and create a run-of-show
• Finalize your event ground layout and map

With the event approaching, focus on confirming everything already booked and filling any gaps:

• Confirm all vendors — ensure paperwork, insurance, and health unit requirements are in order
• Confirm all sponsors and order any required sponsor banners or signage
• Confirm your insurance coverage is finalized
• Order liquor and ice if applicable
• Design and order any additional directional or informational signage for the event grounds
• Confirm your bleacher delivery and setup date and time
• Follow up with any volunteers or staff who haven’t confirmed

The final stretch — time to get the details locked down:

• Print event programs
• Finalize and distribute volunteer and staff schedules
• Purchase supplies: garbage bags, cups, napkins, condiments, and anything else consumable
• Confirm the layout of the event grounds and assign setup responsibilities
• Prepare a day-of checklist for your team leads
• Confirm EMS, first aid, and security arrangements

• Pick up drinks, ice, and any last-minute supplies
• Mow lawn and prepare grounds (weed gardens, clear walking paths, etc.)
• Prepare cash boxes with floats for gates and bars
• Brief team leads on their responsibilities and where to find what they need
• Confirm vendor arrival times and setup locations

• Put up directional signs and sponsor banners around the grounds
• Set up bleachers, tents, and stage
• Assist vendors with setup and confirm their placement matches your layout map
• Position garbage and recycling cans throughout the grounds
• Do a full walkthrough of the event site and identify anything outstanding
• Charge radios, phones, and any other communication devices
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• Bring cash boxes to the front gate and bar
• Hold a brief volunteer and staff meeting before gates open — review the schedule, emergency procedures, and who to contact for what
• Do a final site walkthrough before opening
• Open the gates — and breathe!
• Assign a point person to manage any issues as they arise throughout the day
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Don’t close the book too quickly — what you do after the event directly impacts how good next year’s event will be:

• Clean up grounds and return any borrowed equipment
• Take down signs and sponsor banners
• Collect ticket money from all sales outlets
• Send a post-event survey to attendees for feedback
• Send thank-you notes or emails to all sponsors, volunteers, and vendors
• Meet with your planning committee and write down your reflections — what went well, what didn’t, and what you’d do differently
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