Event planning fails most often not because organisers lack ideas or enthusiasm — but because something falls through a gap in a rushed or disorganised process. A venue booking confirmed without insurance. Tickets on sale without a refund policy. Catering arranged without confirming dietary requirements. A good checklist eliminates these gaps. This one is UK-specific and covers every category from licensing and finance to marketing and check-in logistics.
How to use this checklist
Work through each phase in sequence. Not every item will apply to every event — a free community event doesn't need a licensing solicitor, and a small workshop doesn't need a stage manager. Adapt the list to your event size and type. The timeline assumes a medium-sized UK event of 50–300 attendees.
3 Months Before — Foundation
- Define the event concept: format, target audience, date, expected attendance
- Set a budget with income (ticket sales, sponsorship) and expenditure (venue, catering, entertainment, marketing, insurance)
- Shortlist and visit at least 3 venues — confirm capacity, disabled access, parking, catering arrangements, and exclusive-use terms
- Book the venue and get the contract in writing — check cancellation terms carefully
- Confirm key speakers, performers, or facilitators — get written agreements
- Choose your ticketing platform and set up your event page (even if not yet published)
- Check if any licences are required: Temporary Events Notice (TEN) for alcohol or late-night entertainment; lottery licence for raffles; PRS/PPL music licence (usually covered by venue)
- Take out event public liability insurance — most venues require at least £5 million cover
- Create a simple project plan with task owners and deadlines
2 Months Before — Logistics and Launch
- Publish your event page with full details, high-quality banner image, and ticket types
- Announce the event: email list, social media, WhatsApp groups, Facebook Event
- Submit to free listing directories: Eventbrite, TicketSource, Ents24, Skiddle, local council events portal
- Set up early bird ticket tier to generate first-wave sales
- Confirm catering arrangements — venue catering, external caterer, or self-catering. Get dietary requirement options into the ticket booking form
- Arrange AV equipment: PA system, microphones, projector/screen, stage lighting
- Plan your event programme with timings — allow more buffer time than you think you need
- If serving alcohol: submit Temporary Events Notice to your local council (minimum 10 working days before the event)
- Confirm all supplier contracts: caterer, AV company, photographer/videographer, security
- Create a clear floor plan or seating chart
1 Month Before — Momentum
- Send a mid-campaign email to your list — include a ticket count or social proof milestone
- Ramp up social media posting to 3–4 times per week
- Brief all speakers, performers, and contributors — confirm running order, AV requirements, timings
- Collect dietary requirements from registered attendees (or confirm with caterer at this point)
- Confirm final headcount with venue and caterer — check your contract for the last date to adjust numbers
- Prepare event signage: entrance banner, directional signs, sponsor acknowledgements
- Recruit and brief volunteers or event staff — who does what at what time
- Confirm photographer or videographer briefing — agree on what you need captured
- Send a press release to local media if event has a community or news angle
- Conduct a site visit: check AV setup, access points, and any practical issues to resolve
2 Weeks Before — Final Preparations
- Close early bird ticket tier — send "last-chance standard tickets" email
- Finalise programme/running order and share with all contributors
- Print: event programmes, name badges, signage, tickets (if any printed)
- Prepare gift bags, giveaways, or welcome packs if applicable
- Test all AV equipment — don't leave this to the day before
- Confirm last-minute logistics with venue: setup access time, parking, security
- Prepare your emergency contacts list: venue manager, caterer, AV supplier, key volunteers
- Set up QR code check-in on at least 2 devices — test it works with a sample ticket
- Send a "what to expect" email to all ticket holders with venue address, parking info, and what to bring
48 Hours Before — Final Checks
- Confirm attendance numbers are correct with caterer and venue
- Test the venue signal for check-in and print the guest list as a backup (in case of poor signal)
- Brief all staff and volunteers on their roles — walk through the event flow
- Pack: extension leads, power banks, tape, pens, scissors, first aid kit, printed attendee list (backup)
- Prepare float for any cash transactions (bar, merchandise)
- Confirm all contributors have directions and know their arrival time
Day of Event
- Arrive at venue at least 90 minutes before doors open
- Walk through the venue: check all areas are ready, safety exits are clear, signage is in place
- Set up check-in station: QR scanner, printed attendee list, badge/wristband table
- Test AV: microphones, projector, music playlist
- Brief all staff on their positions — assign door manager, check-in lead, roving helpers
- Open doors and begin check-in — stay visible and accessible for the first 30 minutes
- Monitor check-in numbers in real time via your ticketing dashboard
- Follow the programme timing — give 5-minute warnings to speakers
- Collect Gift Aid declarations if this is a fundraiser event
- Take photos and video for future marketing — capture audience, atmosphere, key moments
Post-Event — Wrap Up
- Send a thank-you email within 24 hours to all attendees — include a feedback survey link
- Settle invoices with all suppliers
- Review attendance data: total check-ins vs tickets sold, no-show rate
- Count and document any cash income (donations, merchandise, bar)
- Submit Gift Aid claim to HMRC if applicable (can be done online)
- Debrief with your team: what worked, what to improve, what to do differently
- Archive all event assets: photos, programmes, supplier contracts, financial summary
- Post event highlights on social media — tag attendees where appropriate to extend reach
- Start your mailing list segment for this event's attendees — they're your warmest audience for next time
UK-Specific Legal Requirements Summary
| Requirement | When needed | Cost / lead time | Where to apply |
|---|---|---|---|
| Temporary Events Notice (TEN) | Alcohol or regulated entertainment; up to 499 people | £21; 10 working days minimum | Local council licensing department |
| Public liability insurance | Required by most venues | £50–£200 for one-day event | Hiscox, Doodson, Event Insurance Services |
| Small society lottery registration | Raffles where tickets sold outside event | Usually £40/year | Local authority |
| Food hygiene certificate | If you or volunteers handle food | Free (Level 2 online courses) | RSPH, CIEH, or Highfield |
| UK GDPR compliance | If collecting any personal data | Free (policy templates available) | ICO website for guidance |
| Music licence (PRS/PPL) | Live or recorded music at event | Usually covered by venue licence — confirm | Venue manager or PRS for Music directly |
Frequently Asked Questions
How far in advance should I start planning a UK event?
For a small event of under 50 people, 4–6 weeks is sufficient. For events of 50–300 people, allow 8–12 weeks. For large events of 300+ or events requiring special licences, significant AV production, or major performers, start 3–6 months ahead. The most commonly underestimated lead time is venue booking — popular venues in major cities can book out 6–12 months ahead for weekend dates.
Do I need a licence to serve alcohol at a UK event?
Yes. If the event venue doesn't hold an existing premises licence covering your event date and activity, you need a Temporary Events Notice (TEN). A TEN costs £21 and must be submitted to your local council at least 10 working days before the event. A TEN covers events of up to 499 people. Larger events require a premises licence or a full entertainment licence.
What insurance do I need for a UK event?
At minimum, public liability insurance is required by most venues — typical cover is £5 million, and a one-day event policy costs £50–£200. For events with paid performers or speakers, employers' liability insurance is also required (minimum £5 million statutory). For outdoor events, consider weather cancellation insurance. Event-specific policies are available from Hiscox, Doodson, and Event Insurance Services.
What should I include on an event planning checklist for a small UK community event?
For a small community event (under 50 people), focus on: venue booking and access confirmation, public liability insurance, ticket setup (EntryTicket offers the lowest fees in the UK starting at 49p + Stripe's 1.5% + 20p per ticket with no monthly fee — free events are 100% free), event page with clear description and time/venue details, email and social media promotion to your community, QR code check-in setup, day-of logistics brief for any helpers, and a post-event thank-you email with feedback survey.
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