Event planning checklist: what to do and when, from one month out to show day

Last updated: 3 October 2026 · Written by the Cue Card Converter team at EventProgrammer, event production professionals

Most event problems on the day trace back to something that was decided too late. This event planning checklist is organised by countdown, from one month out to the moment doors open, so the right decisions are locked at the right time.

Before you start: owners and decision points

Before any checklist, agree who owns what. A missed task usually belongs to nobody. At minimum, name an owner for:

Client and approvals: one person who can sign off content and budget.
Production: stage, sound, lighting, video and crew.
Content: speakers, run of show, host script and cue cards.
Guests: invitations, registration, travel and accommodation.
Venue and catering: layout, menus, dietary requirements, access.

Write the decision deadlines into a shared calendar, not just the task list.

T-30: one month before

Confirm venue contract, capacity, access times and any noise or curfew limits.
Confirm all speakers, hosts and moderators, and request bios, headshots and pronunciation notes.
Issue invitations or open registration, and set an RSVP deadline.
Brief AV suppliers with a draft running order and stage plan.
Start the first draft of the run of show.
Collect sponsor commitments and their required wording and logos.

T-14: two weeks before

Request speaker slides and videos, with a firm deadline.
Book guest flights, hotels and transfers, and send travel details to each guest.
Draft the host script from the run of show; see how to write an MC script.
Prepare moderator plans for any panels.
Agree printed materials: signage, name badges, menus, seating plans.
Confirm catering numbers and collect dietary requirements.

Guest and speaker logistics

For events with travelling speakers or delegations, logistics are where the most hours go. Keep a single guest list with arrival and departure flights, hotel bookings, transfer pick-up times and contact numbers, and share it with the transfer company and hotel. Assign a named contact to every VIP. For larger groups, a dedicated platform helps: guest flight, hotel and transfer logistics can be managed with EventProgrammer, which keeps every guest's schedule in one place.

Send each speaker a personal call sheet: arrival time at the venue, green room location, rehearsal slot, on-stage time and who will meet them.

Managing speaker content

Speaker content is the area most likely to slip, because it depends on people outside your team. Set a single deadline for slides, videos and walk-on music, and send a reminder three days before it. Ask every speaker for the same things in the same format, ideally through one short form, so nothing arrives scattered across emails.

Confirm each speaker's exact name, title and organisation as they want it read on stage.
Ask for pronunciation of anything unusual and add it to the host script.
Check slide format and aspect ratio against the screens in the venue.
Note whether each speaker will use a lectern, a handheld or a headset microphone.
Agree who prepares cards for speakers who want them, and on what template; see the cue card template guide.

Panels need their own preparation; the moderator cue cards guide covers questions, timing and the hand-back to the host.

T-7: one week before

Lock the run of show and circulate it as a numbered version.
Finalise the host script and produce a first set of cue cards for review.
Run a technical meeting with AV, venue and stage management.
Confirm all suppliers' arrival times, load-in routes and parking.
Prepare the crew contact sheet and radio channel plan.
Check that every sponsor mention appears in the script; see the award ceremony script guide if you have an awards segment.

T-1: the day before

Load in and build the stage; test sound, lighting and playback.
Rehearse with the host and as many speakers as possible.
Update the script and cue cards with rehearsal changes and print the show-day set.
Print spares: a second set of cards, extra run of show copies, seating plans.
Pack a show bag: tape, pens, clips, spare batteries, a small guillotine or ruler and knife.

Show day

Crew call and walkthrough, then a final technical check.
Confirm last changes with the client and producer at a fixed time, then lock.
Reprint only the cue cards that changed, and remove old versions from the stage.
Hand the host their cards, numbered and clipped, and check they match the run of show version.
Brief front of house and registration staff before doors.
After the event: collect cards and scripts, note sponsor mentions delivered, and gather feedback while it is fresh.

For the show-day editing routine, see editing cue cards after last-minute changes.

Save hours on cue card preparation

Cue cards are often the last thing produced and the first thing to change. Write the host script in Word and upload it to the free cue card converter to get print-ready A5 cards in seconds, with names, times and cues highlighted. After analysis, editing and printing keep working offline in the browser, which helps at venues with unreliable Wi-Fi. More layout advice is in how to make cue cards.

Frequently asked questions

How far in advance should you start planning an event?

It depends on the size of the event. Large conferences may need many months, but this checklist covers the final month, when most production and content decisions must be locked.

What should be on an event day checklist?

Crew call, technical checks, a fixed time for final changes, printing updated scripts and cue cards, briefing front of house and confirming every speaker has arrived.

Who is responsible for the run of show?

Usually the producer or production manager. It should be locked a week before the event and updated after the final rehearsal.

When should cue cards be printed?

Print a review set a week before, a show set after the final rehearsal, and reprint only changed cards on the day.

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