Ever found yourself frantically searching for a missing mic 15 minutes before showtime?

We talked to Akinyi, an events consultant and media expert, to understand what it takes to organize an event with limited hiccups.

“For a showman or events organizer, these last-minute hiccups can spell disaster,” says Sheila Akinyi, an events consultant and media expert.

Sheila admits that even though unforeseeable circumstances may arise during an event, having a foolproof checklist to ensure nothing falls through the cracks is a precursor for success.

“From pre-event planning to staying on top of your game during events, respecting timelines, and doing follow-up exercises, it's a reactive chain,” she says. “That is why you need a checklist, to straighten priorities and ensure you cover every detail flawlessly.”

Why Every Event Needs a Master Checklist

• Prevents oversight of small but critical details (like guest tags or extension cables).

• Keeps the entire team on the same page.

• Reduces stress and ensures smooth execution.

• Provides a reference for future events (lessons learned).

Pre-Planning checklist

• Define goals and objectives.

• Set the budget.

• Identify your audience.

• Pick a date and venue.

• Draft a preliminary theme or concept.

• Get necessary permits (if applicable).

Planning & Promotion

To reduce pressure, Sheila advises a timeline of 4-6 weeks for planning before the D-Day.

Tasks associated with this period:

• Confirm vendors (sound, catering, décor, security).

• Send out invites or launch registration.

• Start social media teasers and email marketing.

• Finalize event agenda or program.

• Create contingency plans (weather, no-shows, power backup).

“Employ tools like Google Sheets to track RSVP lists and budget.”

Final Countdown

• Confirm all vendors and deliveries.

• Walk through the venue to confirm you haven’t missed any details.

• Pack an “event emergency kit” (tape, scissors, painkillers, power banks).

• Print materials: programs, banners, badges.

• Final team briefing: roles, contacts, schedules.

Tip: Use a color-coded checklist for urgent, high-priority, and nice-to-have items.

Day-Of Execution

On the day of the execution, here is how to stay on top of your game:

• Set up early and test sound/lighting.

• Ensure the sign-in station is ready (manual or digital).

• Confirm the cue list for MC or speakers.

• Ensure the social media live coverage team is briefed.

• Hydration/snack breaks for staff.

• Have a real-time problem-solving point person.

Post-event

• Debrief team (what went right/wrong).

• Collect feedback from attendees (Google Forms, QR code).

• Send thank-you notes to partners/sponsors.

• Pay all vendors.

• Archive materials for next event (photos, presentations, attendee list).

“Do not over-rely on memory,” Sheila cautions.

She emphasizes the importance of noting everything and having a backup for tech and people.

“To avoid overlap or confusion, assign clear roles,” she says.

According to the expert, a great checklist is not just a planning tool; it is your safety net as an organizer.

You can share your favorite tools with us or add to the checklist in the comments on our socials.