The Ultimate Event Planning Checklist for Indian Organisers

Every successful event starts with a checklist. Whether you are planning a product launch in Mumbai, an annual conference in Bangalore, or an exhibition in Delhi, missing even one critical task can derail the entire experience. This guide gives you a comprehensive, phase-by-phase checklist designed specifically for the Indian event landscape.

Plus, try our free Checklist Generator Tool to create a custom checklist for your specific event type.

6 Months Before the Event

• Define event objectives and KPIs
• Set the budget (use our Budget Calculator)
• Choose the event format (in-person, hybrid, virtual)
• Select 3 to 5 potential dates
• Research and shortlist venues
• Identify target audience and expected headcount
• Form the core planning team
• Create a shared project timeline

4 Months Before

• Confirm and book the venue (get everything in writing)
• Book key vendors: caterer, AV team, decorator
• Apply for required permits and licenses (police NOC, fire safety, FSSAI for food)
• Start speaker/performer outreach
• Design the event branding (logo, theme, colour palette)
• Set up registration system (Explara, Insider, or custom form)
• Begin marketing: save-the-date emails, social media teasers

3 Months Before

• Finalise the event agenda/run sheet
• Confirm all speakers/performers and collect their requirements
• Book accommodation and transport for VIPs/speakers
• Order printed materials (banners, standees, name badges, signage)
• Set up the event website or landing page
• Launch ticket sales or registration
• Begin social media campaign in earnest

2 Months Before

• Conduct venue site visit with all key vendors
• Finalise floor plan and seating layout
• Confirm menu with caterer (dietary requirements, tasting session)
• Brief the AV team on all technical requirements
• Arrange insurance coverage for the event
• Set up volunteer/staff roster
• Create detailed vendor payment schedule

1 Month Before

• Send final invitations and follow up on RSVPs
• Confirm headcount with venue and caterer
• Finalise all creative assets (presentations, videos, backdrops)
• Conduct tech rehearsal for AV, lighting, and presentations
• Prepare event-day kits (badges, welcome packs, agendas)
• Brief security team on access control and emergency protocols
• Confirm backup plans for weather/power/vendor issues

1 Week Before

• Final walkthrough with venue and all vendors
• Print final attendee list and seating charts
• Charge all equipment (walkie-talkies, laptops, cameras)
• Prepare a detailed minute-by-minute run sheet for event day
• Confirm transport arrangements for equipment and materials
• Set up WhatsApp groups for real-time coordination
• Pack emergency kit (first aid, sewing kit, tape, markers, extension cords)

Event Day

• Arrive 3 to 4 hours early for setup
• Check all AV equipment, lighting, and Wi-Fi
• Brief all staff and volunteers on their roles
• Set up registration desk and test badge printing
• Do a final walkthrough 30 minutes before doors open
• Assign one person to handle social media live coverage
• Keep the run sheet visible and track timing throughout

Post-Event (Within 1 Week)

• Send thank-you emails to attendees, speakers, and sponsors
• Collect feedback via online survey
• Process all vendor payments
• Compile event photos and videos
• Write a post-event report with KPIs vs actuals
• Share highlights on social media
• Debrief with the planning team - capture learnings for next time

India-Specific Considerations

• Permits: Police permission is mandatory for events above 200 people in most cities
• FSSAI: Required if serving food to more than 100 people
• Noise permits: Required for outdoor events or events after 10 PM
• GST: 18% GST applies on event management services
• Insurance: Not legally required but strongly recommended
• Power backup: Always arrange a generator, especially for outdoor venues
• Weather: June to September monsoon season needs indoor backup plans

This checklist covers 90% of what any Indian event needs. For a customised version based on your specific event type, use our Checklist Generator.