Event Checklist Template
This set of canvases, tables, and documents forms a practical toolbox to help teams plan, deliver, and evaluate eventswith clarity, coordination, and impact.
It combines both the big picture and the operational detail needed for effective, sustainable, and inclusive event management.
The Set Includes
🟩 Event Snapshot — your single source of truth for event facts, logistics, team roles, and sustainability commitments.
🟦 Event Overview — a high-level checklist across the three event phases (Before, During, After), ensuring all core processes and responsibilities are covered.
🟨 Brainstorming & Alignment Canvases — structured spaces for creative exploration, collaborative planning, and mapping potential options or approaches.
🟧 Documentation of Key Decisions and Processes — tables to record strategic and operational decisions, including rationale, status, and accountability.
🟪 Event Checklist Template Doc — a detailed document template for turning your canvas insights and brainstorming notes into a cohesive event plan.
Who It’s For
• Event managers, producers, and coordinators
• Sustainability and inclusion leads
• Programme, logistics, and communications teams
• Partners, sponsors, and stakeholders seeking alignment and transparency
• Organisations integrating sustainability, circularity, and wellbeing into their event practices
How to Use This Set of Canvases
1. Start with the Event Snapshot
• Capture essential details such as event name, purpose, dates, location, format, audience, and sustainability goals.
• Use this as the reference point for all subsequent planning.
2. Work through the Event Overview
• Follow the lifecycle structure — Before, During, and After the event.
• For each section, identify key actions, owners, and deadlines.
• Ensure sustainability, inclusion, accessibility, and wellbeing are integrated at every stage.
3. Use the Brainstorming & Alignment Canvases
• Explore ideas, test assumptions, and co-create solutions with your team and partners.
• Capture notes and priorities that will later feed into your documentation.
4. Record Key Decisions
• Use the Documentation of Key Decisions tables to log strategic and operational choices.
• Include rationale, owner, approver, due date, and current status.
• This supports transparency, accountability, and knowledge transfer across teams.
Disclaimer
Every event is unique. This pack is a flexible guide, not a prescriptive formula. Adapt the canvases, documentation structure, and level of detail to suit your organisation’s goals, culture, and event scale. Use them as a shared foundation for collaboration, clarity, and continuous improvement, ensuring every event is well-managed, inclusive, and purpose-driven.
Attribution
Created by The Good Tribe
Designed for open, sustainable collaboration. Available under a Creative Commons licence — please acknowledge the source when adapting or sharing.
Q&A — Frequently Asked Questions
Q: How detailed should my entries be?
A: Start simple. Capture the essentials first, then expand with detail as plans evolve. The goal is clarity and shared understanding — not perfection from day one.
Q: Can I adapt or rebrand these canvases?
A: Absolutely. This toolkit is designed for adaptation. You can modify sections, colour schemes, and terminology to match your organisation’s workflow or brand.
Q: How often should we update the canvases?
A: Treat them as living documents. Update regularly during planning and delivery, and revisit after the event to capture lessons learned and refine future editions.
Q: What if my event is small or online?
A: Scale the template to fit your needs. Even a one-day digital event can benefit from structured planning, role clarity, and sustainability awareness.
Q: Who can benefit from this template?
A: This toolkit supports marketing teams, CMOs, project leads, event producers, and anyone managing event budgets or responsible for creating engaging, sustainable experiences.
