Event organizing checklist: 15 steps for a successful event

Whether you are organizing a concert, workshop, conference, or party — a well-prepared organizer makes the difference between chaos and a smooth evening. With this step-by-step checklist, you won't miss a thing, from the initial planning phase to closing the cash register afterwards.

Phase 1: Planning (8–12 weeks before the event)

1. Determine the goal and the target audience

Start with the question: why are you organizing this event and for whom ? A clear goal guides every other choice — from venue size to ticket price. Write down in one sentence what visitors should have experienced afterward.

• Public event or private (for members/customers)?
• Commercial or cost-covering?
• How many visitors do you realistically expect?

2. Choose date, time, and location

Check the local events calendar: avoid overlapping major events in the area. Always book the venue in writing, with confirmation of capacity, sound and catering options, and access for setup and teardown.

• Is the location accessible to people with disabilities?
• Are there sufficient parking spaces or public transport connections?
• What are the rules regarding noise and end time?

3. Create a budget

List all expected costs: venue rental, catering, artists or speakers, printing, marketing, and transaction costs for ticket sales . Then add up the expected income (ticket sales, sponsorship, subsidies). Keep a reserve of at least 10% for unexpected costs.

Phase 2: Setting up ticket sales (6–8 weeks in advance)

4. Choose your ticket platform

For most events in the Netherlands, a simple online ticketing system that generates QR codes, processes payments, and sends tickets by email suffices. Please note:

• Are there service fees for the buyer or the organizer?
• When will the money be paid out?
• Is there a free scanner app at the door?

5. Set ticket categories and prices

Consider multiple ticket types: early bird, standard, and VIP. This increases both early sales and average revenue per visitor. Read more about how to set the right ticket price .

• Early bird: limited quantity, temporarily lower price.
• Combination ticket: admission + drink or merchandise.
• Group rate: discount for 4 or more people at the same time.

6. Open ticket sales and announce it

Open ticket sales at least 6 weeks before the date and immediately send an announcement to your newsletter and social media. The first day is usually the best day of sale — take advantage of this with a temporary early bird rate.

Phase 3: Promotion (4–6 weeks before)

7. Create a promotional calendar

Plan your communication moments in advance in a simple spreadsheet. A good structure for an event in 6 weeks:

• Week 1: Announcement (ticket sales open).
• Week 2: Spotlight on the program or the speaker/artist.
• Week 3: Behind the scenes / preparation.
• Week 4: Reminder & social proof (“already sold X tickets”).
• Week 5: Urgency (“X places still available”).
• Week 6: Last chance + practical info for buyers.

8. Use social media strategically

Each platform works differently. Instagram is visual and fast; Facebook Events increases your reach organically; WhatsApp groups are ideal for existing communities. Read our guide on selling tickets via social media for concrete sample copy.

9. Collaborate with partners and sponsors

Local businesses, associations, or media partners can multiply your reach at no extra cost. Offer them a logo on your event page, a number of free tickets, or a discount code (e.g., SPONSOR-NAAM ) in exchange for promotion to their audience.

Phase 4: Preparation (1–2 weeks before)

10. Confirm all suppliers

Contact the venue, catering, security, sound technicians, and any artists. Send everyone a schedule including a timeline, addresses, and contact details of the person responsible for each section.

11. Get your access list and free ticket management in order

Ensure that guest lists (press, sponsors, volunteers) have been created in your ticketing system — even free tickets must go through the scanner so that you have an accurate visitor count.

12. Train your team at the entrance

Everyone manning the door must know how the QR scanner works, what to do with an invalid ticket, and how to escalate last-minute issues. A short 15-minute briefing before the start prevents queues and stress.

Phase 5: The day itself

13. Check the technique early

Arrive at least 2 hours before the doors open. Test the scanner app on all phones used, check the Wi-Fi or 4G signal at the entrance, and bring a fully charged spare phone as a backup.

14. Follow the visitor flow live

Most modern ticketing systems provide real-time insight into how many visitors are already inside. Use this to adjust your security or catering and to provide an accurate report to the venue at the end.

Phase 6: After completion

15. Evaluate and save your data

Schedule a brief evaluation with your team within a week. Save the following data for your next edition:

• Total visitors vs. tickets sold (no-show percentage).
• Which promotional channels generated the most sales?
• Which ticket category sold the fastest?
• What were the biggest bottlenecks?

Finally, send a thank-you email to visitors with an early bird link to the next edition. Returning visitors are your cheapest marketing channel.

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