Halloween Event
Organizer Checklist

Event Concept & Goals

Decide what you are creating and what success looks like.

Event idea

• ✓Choose a clear Halloween theme and event formatChoose a clear Halloween theme and event format
• ✓Define your target audience and expected attendanceDefine your target audience and expected attendance
• ✓Set the date, timings, location and capacitySet the date, timings, location and capacity
• ✓Write down what makes this event worth attendingWrite down what makes this event worth attending

Budget & targets

• ✓Set the overall budget and split it by major costSet the overall budget and split it by major cost
• ✓Set an attendance or ticket sales targetSet an attendance or ticket sales target
• ✓Reserve a contingency amount for surprisesReserve a contingency amount for surprises

Venue & Logistics

Make sure the space can support your actual plan.

Space & access

• ✓Book a venue that fits your expected attendanceBook a venue that fits your expected attendance
• ✓Confirm venue rules, setup and teardown windowsConfirm venue rules, setup and teardown windows
• ✓Plan vendor access, parking and accessible routesPlan vendor access, parking and accessible routes
• ✓Map entry, exit, queues and movement through the spaceMap entry, exit, queues and movement through the space

Technical & backup

• ✓Confirm power, sound and lighting requirementsConfirm power, sound and lighting requirements
• ✓Check restrooms, signage locations and storageCheck restrooms, signage locations and storage
• ✓Set a weather or venue backup plan if neededSet a weather or venue backup plan if needed

Safety, Permissions & Accessibility

Handle the essentials well before guests arrive.

Requirements

• ✓Confirm applicable permits, permissions and insuranceConfirm applicable permits, permissions and insurance
• ✓Agree on security and crowd management needsAgree on security and crowd management needs
• ✓Locate emergency exits and first aid suppliesLocate emergency exits and first aid supplies
• ✓Share emergency contacts and procedures with the teamShare emergency contacts and procedures with the team
• ✓Check accessible entry, movement and facilitiesCheck accessible entry, movement and facilities
• ✓Plan how guests can communicate dietary and allergy needsPlan how guests can communicate dietary and allergy needs

Guest Experience

Build the night guests will actually remember.

Atmosphere & décor

• ✓Confirm the décor direction and materialsConfirm the décor direction and materials
• ✓Plan the entrance, main space and any performance areaPlan the entrance, main space and any performance area
• ✓Create clear wayfinding and a photo momentCreate clear wayfinding and a photo moment

Entertainment

• ✓Book performers, hosts or a DJ as neededBook performers, hosts or a DJ as needed
• ✓Confirm games, activities and costume contest detailsConfirm games, activities and costume contest details
• ✓Set contest rules, judging and prizesSet contest rules, judging and prizes
• ✓Build an entertainment schedule with transition timeBuild an entertainment schedule with transition time

Food & refreshments

• ✓Confirm menu, serving points and quantitiesConfirm menu, serving points and quantities
• ✓Share the latest headcount with the catererShare the latest headcount with the caterer
• ✓Provide dietary options and drinking waterProvide dietary options and drinking water
• ✓Confirm catering setup time and waste disposalConfirm catering setup time and waste disposal

Vendors & Team

Give every moving piece a clear person and deadline.

Vendors

• ✓List vendor requirements and compare quotesList vendor requirements and compare quotes
• ✓Confirm deliverables, payment dates and arrival timesConfirm deliverables, payment dates and arrival times
• ✓Keep vendor contacts in one shared placeKeep vendor contacts in one shared place

Team

• ✓Assign roles, shifts and responsibilitiesAssign roles, shifts and responsibilities
• ✓Name a vendor coordinator and an event day issue ownerName a vendor coordinator and an event day issue owner
• ✓Schedule a staff briefing and share the run sheetSchedule a staff briefing and share the run sheet

Creative & Branding

Make the event recognizable wherever someone sees it.

Creative assets

• ✓Finalize the event name and key messageFinalize the event name and key message
• ✓Create the main event graphic and event page visualsCreate the main event graphic and event page visuals
• ✓Prepare social, launch, reveal and countdown assetsPrepare social, launch, reveal and countdown assets
• ✓Collect sponsor and partner assets if applicableCollect sponsor and partner assets if applicable
• ✓Check names, dates, venue details and visual consistencyCheck names, dates, venue details and visual consistency

Event Page, Ticketing & Registration

One clear place for guests to find details and sign up.

Publish & test

• ✓Publish the event page with final visuals and descriptionPublish the event page with final visuals and description
• ✓Check date, time, venue and contact informationCheck date, time, venue and contact information
• ✓Confirm ticket categories, pricing and capacity limitsConfirm ticket categories, pricing and capacity limits
• ✓Set the early bird offer and clear cancellation termsSet the early bird offer and clear cancellation terms
• ✓Complete a test registration or ticket purchaseComplete a test registration or ticket purchase
• ✓Decide how entry and check-in will workDecide how entry and check-in will work

Invites & Early-Bird Launch

Bring your closest audience in first.

Launch

• ✓Prepare and send the first announcementPrepare and send the first announcement
• ✓Invite previous attendees and existing contactsInvite previous attendees and existing contacts
• ✓Share the event with relevant communities and partnersShare the event with relevant communities and partners
• ✓Set and communicate the early bird deadlineSet and communicate the early bird deadline
• ✓Track initial registrations and address common questionsTrack initial registrations and address common questions

Marketing & Promotions

Keep the story moving after launch.

Campaign

• ✓Schedule social and email communicationsSchedule social and email communications
• ✓Reveal the theme, performers and venue experienceReveal the theme, performers and venue experience
• ✓Plan partner shares and any special promotionsPlan partner shares and any special promotions
• ✓Highlight the early bird deadline and key milestonesHighlight the early bird deadline and key milestones
• ✓Prepare countdown and final reminder messagesPrepare countdown and final reminder messages
• ✓Review which channels are driving interest and bookingsReview which channels are driving interest and bookings

Final Week

Reconfirm the details that can still go wrong.

People & supplies

• ✓Confirm attendee count, vendors and arrival timesConfirm attendee count, vendors and arrival times
• ✓Update catering quantities and décor deliveryUpdate catering quantities and décor delivery
• ✓Share staff schedules, contacts and responsibilitiesShare staff schedules, contacts and responsibilities
• ✓Reconfirm security, entertainment and photographersReconfirm security, entertainment and photographers

Site & communication

• ✓Test sound, lighting and key equipmentTest sound, lighting and key equipment
• ✓Prepare signage, check-in tools and entry flowPrepare signage, check-in tools and entry flow
• ✓Send guests final arrival, parking and access detailsSend guests final arrival, parking and access details
• ✓Review emergency information and backup plansReview emergency information and backup plans

Event Day

Use the run sheet below to keep everyone in sync.

Before doors open

• ✓Check venue access, layout and décorCheck venue access, layout and décor
• ✓Welcome vendors and confirm setup is on scheduleWelcome vendors and confirm setup is on schedule
• ✓Test catering, sound, lighting and entertainment cuesTest catering, sound, lighting and entertainment cues
• ✓Set up check-in, signage and team stationsSet up check-in, signage and team stations
• ✓Brief staff, security and photo or video crewBrief staff, security and photo or video crew
• ✓Walk the venue and check emergency informationWalk the venue and check emergency information

During the event

• ✓Open doors and monitor check-in and guest flowOpen doors and monitor check-in and guest flow
• ✓Keep food, activities and entertainment on scheduleKeep food, activities and entertainment on schedule
• ✓Resolve guest or vendor issues through the assigned ownerResolve guest or vendor issues through the assigned owner
• ✓Capture key moments and monitor closing timeCapture key moments and monitor closing time

Content & Social Coverage

Capture the moments you will want to use later.

Capture plan

• ✓Confirm photographer or videographer and deliverablesConfirm photographer or videographer and deliverables
• ✓Create a short shot list of people, space and key momentsCreate a short shot list of people, space and key moments
• ✓Include event branding in a few useful shotsInclude event branding in a few useful shots
• ✓Assign someone to live social updates if plannedAssign someone to live social updates if planned
• ✓Collect and back up photos and video afterwardCollect and back up photos and video afterward

Post-Event

Close cleanly, thank people and learn for next time.

Close-out

• ✓Complete teardown, equipment return and venue handoverComplete teardown, equipment return and venue handover
• ✓Check vendor deliverables and settle remaining paymentsCheck vendor deliverables and settle remaining payments

Attendees

• ✓Send a thank-you messageSend a thank-you message
• ✓Share photos or a recap where appropriateShare photos or a recap where appropriate
• ✓Collect attendee and partner feedbackCollect attendee and partner feedback

Review

• ✓Compare attendance, ticket sales and revenue with targetsCompare attendance, ticket sales and revenue with targets
• ✓Record final costs and compare with the budgetRecord final costs and compare with the budget
• ✓Review promotion performance and team feedbackReview promotion performance and team feedback
• ✓Write down what to repeat and what to improveWrite down what to repeat and what to improve

The final check

Read these once more with your team.