Group & Event Planning Checklist
Event / destination
Preferred and alternate dates
Planning owner
Next action and deadline
Define the experience
- Write the purpose of the outing and who it is for.
- Select a preferred date and an alternate date. Check venue schedules before advertising.
- Record expected group size for internal planning, accessibility needs and preferred pickup areas.
- Decide which items are included: admission, transportation, meals, reception or other activities.
Compare the real costs
- Request written transportation and venue quotes with taxes, fees, gratuities and cancellation terms.
- Confirm ticket category, seating location, transfer rules and purchase deadlines.
- Use confirmed quotes to build a budget and a reserve for unexpected costs.
- Separate optional upgrades from the base package.
Prepare registration
- Publish the date, itinerary, inclusions, exclusions and cancellation terms.
- Test the registration button, payment route and confirmation message.
- Collect only the traveler information needed to operate the trip.
- Provide a contact for accessibility questions and special requests.
Confirm and communicate
- Verify reservations, pickup instructions, venue entry rules and timing.
- Give guests a final itinerary and a day-of contact.
- Assign an owner for check-in and vendor communication.
- After the event, reconcile expenses and collect feedback.
Action tracker
| Task / question | Owner | Due date | Status |
|---|---|---|---|
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