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Planning guide

The ultimate event planning checklist

Twenty years of corporate events, expos, dealer meets and stage productions across Karnataka, condensed into one timeline. Work backwards from your event date and tick each phase off in order.

12–8 weeks out

Define the brief

  • Write a one-line objective: launch, dealer meet, expo, school function or brand activation.
  • Fix the guest count, guest profile and the outcome you will measure (footfall, leads, coverage).
  • Lock a working budget with a 10% contingency line.
  • Shortlist 3 date options and check them against local festival and exam calendars.
  • Shortlist venues and confirm load-in access, ceiling height, power load and parking.

8–6 weeks out

Lock venue, vendors and permissions

  • Sign the venue contract; confirm the cancellation and weather-contingency clauses.
  • Confirm stage, truss, sound, lighting and LED wall specifications in writing.
  • Apply for police, municipal, fire and PPL/IPRS music licences.
  • Book catering with a tasting; confirm veg/non-veg counts and service style.
  • Appoint a single point of contact on both client and agency side.

6–4 weeks out

Build the creative and the campaign

  • Approve the theme, stage design render, backdrop and signage sizes.
  • Finalise the run-of-show minute by minute, including anchor script and AV cues.
  • Book media: newspaper, radio, TV, hoardings, bus and van branding, theatre slots.
  • Send invitations and open RSVP tracking.
  • Confirm speakers, artists and their technical riders.

4–2 weeks out

Production and logistics

  • Freeze the vendor call sheet with arrival times and contact numbers.
  • Confirm print deliveries: badges, standees, banners, certificates, giveaways.
  • Plan crowd flow: registration desks, queues, accessibility, restrooms, exits.
  • Arrange power backup, first aid, security and housekeeping staffing.
  • Book photography and videography; share the must-have shot list.

Final week

Rehearse and pressure-test

  • Run a full technical rehearsal with sound, lights and video playback.
  • Walk the venue with the safety and security teams.
  • Reconfirm every vendor 48 hours prior in writing.
  • Print the emergency contact sheet and share it with all leads.
  • Prepare the wet-weather or power-failure plan B.

Event day

Run the show

  • Start load-in early; verify stage, rigging and cable safety before doors open.
  • Brief volunteers and ushers on the run-of-show and escalation path.
  • Keep one runner free at all times for unplanned requests.
  • Capture content live for social; monitor guest experience at entry and F&B.
  • Track timings against the run-of-show and adjust buffers, not content.

Within 2 weeks after

Close the loop

  • Settle vendor payments and reconcile the budget against actuals.
  • Collect feedback from the client, guests and the crew.
  • Deliver the photo and video edit plus a press and coverage report.
  • Log the learnings into a reusable template for the next edition.

Want us to run it for you?

Chirag Ads & Events has delivered stages, expos and multi-media campaigns in Mysuru for over 20 years. Tell us your date and we will take the checklist off your hands.

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