If there is one thing that is so easy to do as an event planner, it's dropping the ball on a detail. Thus, I cannot stress enough the importance of having a checklist. With so much to do while planning for an event, there are things that can be overlooked.
When I first started at UNC in 2011 I inherited a checklist that was customized by program. This information was so helpful as I got to learn my new job and all that it entails.
I provided the same type of information when I found out I was leaving my previous job, which hopefully made a difference for the next coordinator that took my place.
It is difficult to generate this type of information when you're always so busy, which seems to be the case so often as we plan our events. However, if you have this kind of information available it can absolutely save your life because it will outline all the minute details that slipped your mind as you dealt with other pressing items.
Now, because I've been in my current position for over 3 years, I don't need to reference my checklist on a daily basis. Still, I always make sure I keep it up to date on a weekly or bi-weekly basis, and more frequently as the event approaches. It is so helpful in making sure that I don't forget anything.
I've included a screenshot of my current checklist. The full checklist walks through this event from beginning to end. The initial planning process for this event started two years ago, but here we are in "the short rows" as the Southern saying goes (which basically means there's not much left to do).
This checklist includes everything that needs to be done, the person that is involved in completing the task, when it's due, when it was completed, and any notes that are pertinent to the task.
Also note there are items to do after the conference too, which is probably the most important section because we tend to move on to the next event quickly without thinking about wrapping up the event that finished.
What items do you put on your event checklists?