Planning a successful event isn’t just about the big picture—it's also about perfect timing. With so many moving pieces, even experienced organizers can feel the pressure as the event date approaches.

That’s where a structured event planning checklist before the event day becomes your secret weapon. Whether you’re planning a corporate seminar, music concert, workshop, or marathon, staying organized at every key milestone—30 days, 15 days, and 1 day before—can make the difference between chaos and success.

At Ticket9, we’re more than a ticketing platform—we help event organizers streamline every stage of planning. Here’s your go-to checklist to help you stay ahead.

30 Days Before Your Event: Finalize and Promote

1. Confirm All Vendors and Bookings

Lock in your venue, caterers, entertainment, decorators, logistics, and technical crew. Reconfirm contracts, insurance, permits, and payment terms.

2. Launch Ticketing (If Not Already Live)

Make sure your event is live on your event ticketing platform like Ticket9. Customize your ticket tiers, early-bird discounts, or group pricing.

3. Roll Out Promotion Campaigns

This is the sweet spot for starting promotions:

• Launch social media ads and reels
• Announce event in relevant communities/groups
• Send press releases or influencer collaborations
• Share behind-the-scenes teasers

4. Build Your Attendee Experience

Design your event schedule, layout, seating plan, and engagement activities (like contests or Q&A sessions). Good experiences create loyal fans.

 5. Assign Internal Roles

Make sure your team knows who’s responsible for what—ticket scanning, crowd control, media handling, backstage, etc.

15 Days Before Your Event: Execute and Optimize

6. Monitor Ticket Sales & Retarget

Track your sales and audience behavior using your ticketing platform dashboard. If sales are low:

• Re-target warm audiences with email/SMS campaigns
• Offer last-minute promos or referral codes

7. Run Countdown Content

Start your 15-day countdown on social media:

• Daily facts about your artists/speakers
• Polls, quizzes, “Guess who” content
• Share testimonials from past events

8. Schedule Staff & Volunteers

Create rotas, share reporting times, assign backup support, and confirm uniforms or ID cards. Share event maps and briefing materials.

9. Confirm Tech Setup

Double-check sound systems, lights, stage, mic, internet connectivity, and any software you’ll use for presentations or streaming.

10. Finalize Signage and Branding

Print all signage: event banners, sponsor standees, entry/exit boards, QR-based digital check-ins, etc.

1 Day Before the Event: Final Checks & Calm

11. Dry Run or Rehearsal

Run through your event from start to finish—especially audio/video elements and transitions. Ensure every presenter, performer, or crew knows their cue.

12. Prepare Check-In Station

Test your ticketing platform’s check-in tools (QR code scanners, tablets, etc.). Prepare help desks for on-the-spot troubleshooting.

13. Backups and Emergencies

Charge all power banks, test backups for lighting or audio, and carry an emergency kit (first-aid, extra cables, batteries, etc.).

 14. Venue Walkthrough

Do a final walkthrough—check restroom hygiene, seating, stage layout, water stations, AC/fans, fire exits, and accessibility features.

 15. REST and Recharge

Don’t underestimate this one. A clear mind and good sleep will help you handle surprises calmly.

Pro Tip: Use the Right Ticketing Platform

Choosing the right event ticketing platform ensures smoother execution on the day of the event:

• Real-time ticket scans
• Easy data export for registration
• On-spot payment options
• Check-in & attendee insights

At Ticket9, we offer all this and more—because your event deserves more than just a seat.

 Bonus: Post-Event Prep (Yes, Do It Early!)

Before the chaos of event day takes over, keep your post-event plans ready:

• Feedback forms
• Thank-you emails
• Certificates, digital albums, and video highlights
• Team appreciation

Final Thoughts

The last 30 days can make or break your event. Use this event planning checklist before the event day as your guide to stay calm, focused, and organized. With a trusted ticketing platform like Ticket9, you’re not just selling tickets—you’re building a memorable experience from start to finish.

Want your next event to be smoother than ever?

Partner with Ticket9 today!