Event planning checklist

What is it for?

Keep the practical details visible from the first venue enquiry to the final debrief. This checklist includes starter tasks for a charity event and room to add the jobs specific to your team.

Use as a planning meeting agenda and a weekly progress tracker. The starter tasks are prompts: your venue, activity and audience will determine which permissions, checks and arrangements you need.

How to use this template

1. Remove tasks that do not apply and add event-specific requirements.
2. Give every remaining task one owner and a realistic due date.
3. Use the status column to flag work that is blocked or still in progress.
4. Review event-day readiness and capture improvements after the event.

What’s included

• Stage
• Task
• Owner
• Due date
• Status
• Notes or evidence

Make it your own

Open the Excel workbook in Excel or import it into Google Sheets. Read the setup notes, then adapt the rows to your event. The CSV is a plain data version; the PDF is laid out for printing.

These templates are free to use and adapt within your organisation. Remove fields you do not need and keep completed records in an appropriate, secure location.