Date and venue Availability
Before diving into event planning, the first crucial step in your Event Checklist is checking the availability of your preferred date and venue. These two factors can significantly impact your event’s success. Choose a venue that is well-connected and easily accessible by public transport. Consider factors like parking space, traffic conditions, and accommodation options nearby for outstation guests. It’s also wise to visit the venue personally and review its layout, capacity, safety measures, and amenities. Always keep backup options in case your primary venue is not available on the selected date.
Permissions
Take permissions from government bodies like Municipal corporation, traffic police, pollution control board, excise department, entertainment tax, and PPL (Phonographic Performance Limited) license. PPL is a licence for playing recorded music in public, the licence for public performance of music recordings.
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IPRS (Indian Performing Right Society Limited) license.
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Excise Licence.
Budget and quotation
Your event’s foundation lies in smart financial planning. Create a detailed budget including venue costs, artist fees, equipment rentals, marketing, staffing, permissions, and contingencies. Reach out to multiple vendors for quotations to compare services and pricing. Allocate funds to each department and try to include at least 10-15% of your total budget as a buffer for unexpected expenses. Use budgeting tools or spreadsheets to track all expenses and monitor cash flow effectively throughout the planning phase.
Event category:
Do market research before planning event and decide a category like Music concert, Sports, seminar, conference, spiritual event, exhibition, adventure activity, competition, etc.
Plan you marketing accordingly. Develop a timeline for everything to make your event successful. Book artist, anchor, production, before dates fill.
Event marketing and sponsorship
Discuss to people interest about your event concept; take reviews from general audience. Try to get input from experts and industry leaders; this is the best way to start event marketing. Make a proposal for sponsorship start sending to relevant companies.
Media planning
For good sponsorship, you should have strong approach in media management. Make some media partners, like
- Print media partner
- Radio partner
- Digital media partner
- Outdoor media partner
Create brand value make event logo, website, banner, and social media pages, and keep posting daily updates about your event, plan, artist, success, etc. Organize a press release with all the top media houses, which will raise awareness about your event.
Ticketing and invitations:
Invite dignitaries from your city like celebrity, social activists, and sportspeople, which will increase brand value of your event. In India there are a number of ticketing portals like Bookmyshow.com, Paytm.in, Insider.in, eventsnow.com, zoonga.com, ticketgenie.com, Explara.in, etc. Start selling tickets easily. Sell some tickets in early bird offer, then start phase-1, VIP VVIP, etc.
Plan your Security and risk management –
Hire very good and responsible security agency to manage your event. Take permission and help from local police and sketch your security plan before a weak at-least. Hire Mozo barricading, CCTV cameras, and walki-talki to manage crowd. most important thing is to arrange some fire cylinders and keep informing fire safety department. Ambulance Service is also a great accessory to be present at venue.
Traffic Diversion and Management
Plan your traffic and transport logistics well in advance. Coordinate with local traffic control departments and prepare:
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Signage for clear directions
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VIP and disabled parking zones
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Entry and exit routes
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Marshals for vehicle and pedestrian management
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Temporary road closures and diversions
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Lighting for parking areas
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Arrangements for shuttle or shared transport
This not only ensures convenience but also enhances the overall guest experience.
Site Preparation and Plan
Design a blueprint of the venue layout covering all critical zones like:
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Stage and performance area
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Seating arrangements
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Power backup and load distribution
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Emergency exits
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Washrooms and sanitation points
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Housekeeping deployment
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Food and beverage stalls
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Technical control rooms (AV, lights, sound)
Visit the site multiple times before the event to check for gaps and rectify them with your vendors and staff.
Organize a Briefing/Meeting Session
Before the event day, schedule a briefing session with all involved personnel:
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Event coordinators
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Volunteers
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Security staff
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Production crew
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Technicians
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Food and beverage vendors
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Artist managers
Create a master contact list and circulate it to everyone. Discuss timelines, job roles, emergency protocols, entry procedures, and key responsibilities. These meetings ensure everyone is aligned and reduce last-minute confusion.
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