Planning a Special Event and Speaker - Your Comprehensive Checklist

Oct 28, 2023


Are you planning a special event and looking for a guide to ensure its success? Look no further! MarketECS, the premier provider of marketing, web design, and advertising services, is here to help you with a comprehensive checklist. From conceptualizing the event to finding the perfect speaker, this article will cover all the essential steps to create an unforgettable experience.

1. Define Your Event Goals

Before diving into the planning process, clearly define your event's goals. Are you organizing a conference, trade show, or company retreat? Understanding the purpose and desired outcomes of your event will drive decision-making throughout the planning stages. Write down your goals to keep everyone involved on the same page.

2. Establish a Budget

Setting a budget is crucial for any successful event. Determine how much you are willing to invest in areas such as venue, speaker fees, marketing, catering, and transportation. Allocating funds appropriately will help you make informed decisions while keeping costs in check.

3. Select a Suitable Venue

Choosing the right venue plays a vital role in the success of your special event. Consider factors such as location, capacity, ambiance, and facilities. The venue should align with your event's theme and cater to your guests' needs. MarketECS can provide expert advice on finding the perfect venue that meets your requirements.

4. Develop a Marketing Strategy

Promoting your event is essential to attract attendees. Craft a compelling marketing strategy utilizing various channels like social media, email campaigns, and targeted advertising. MarketECS specializes in creating effective marketing campaigns, ensuring maximum visibility and engagement for your event.

5. Curate Engaging Content

Engaging content is central to a successful event. Identify key topics for presentations, workshops, and panel discussions that align with your audience's interests. Secure industry-leading speakers and subject matter experts who can captivate the attendees and provide valuable insights.

6. Gather Necessary Equipment

Ensure that you have all the necessary equipment available for seamless event execution. This includes audio-visual systems, lighting, staging, and multimedia tools. MarketECS can assist you in procuring top-of-the-line equipment for a flawless event experience.

7. Plan the Logistics

Attention to detail is crucial in planning successful events. Develop a comprehensive logistics plan that covers aspects such as transportation, accommodation, registration, and on-site support. Make sure everything is organized and well-communicated to ensure a smooth experience for both attendees and speakers.

8. Secure a Speaker

A great speaker can elevate the impact of your event. Research and identify industry influencers, thought leaders, or motivational speakers who align with your event's focus. Once you find the perfect speaker, negotiate fees, and ensure a clear agreement regarding the presentation format, content, and any additional requirements.

9. Create an Attendee Experience

Craft an unforgettable experience for your attendees. Incorporate interactive sessions, networking opportunities, and engaging activities that promote meaningful connections. Consider providing conference materials, goodie bags, and personalized touches to enhance the overall attendee experience.

10. Evaluate and Review

After the event, conduct a thorough evaluation and review process. Collect feedback from attendees, sponsors, and speakers to gain insights into what went well and areas that need improvement. Use this feedback to refine your future events and enhance your event management skills.


Planning a special event and securing an exceptional speaker requires careful consideration and attention to detail. By following this comprehensive checklist provided by MarketECS, you can confidently organize a successful event that leaves a lasting impression on your attendees. Remember, a well-executed event can be a powerful tool in driving your business forward and achieving your goals.

checklist for planning a special event and speaker
Tracey Noonan
Helpful tips for successful events!
Nov 8, 2023
Afshin Safavi
Great guide for event planning!
Nov 3, 2023