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Event Planning Checklist Tool

Event Planning Tool Checklist

Table of Contents


Event planning requires meticulous attention to detail and a keen understanding of logistics. As an expert with a decade of experience at Hotaling Insurance Services, I know that one of the most critical components often overlooked is obtaining event insurance. It’s not just about ensuring the day runs smoothly; it’s about safeguarding your event against the unexpected. Today, we’ll explore the synergy between effective event planning and the security offered by event insurance.

As a female insurance specialist with over a decade of experience, and a specialization in event planning, I understand the intricacies involved in organizing a successful corporate event. I vividly remember my first time planning such an event, and it was quite a challenge. However, over the years, I have honed my skills and developed a comprehensive checklist that has become my go-to tool for ensuring that every corporate event I plan is a resounding success.

By following my event checklist, I ensure that all attendees, guests, and vendors are considered, and no details are overlooked, making each corporate event a memorable and seamless experience.

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Event Planning Guide

Event Planning Guide

Event Planning and Strategy

Date and Time Selection


Venue Selection

Contingency Planning

Guest List Management

Inclusivity, Accessibility, and Sustainability

Permits, Licenses, and Insurance

Committee and Vendor Management

Event Promotion and Marketing

Catering and Hospitality

Event Programming and Content

Logistics and Operations

Post-Event Activities

Event Insurance Extras: Case Study, Industry Updates & Tips

Case Study

Last year, we assisted a local nonprofit in organizing a charity gala. While the event planning checklist was comprehensive, encompassing everything from venue selection to vendor contracts, the pivotal moment came when discussing event insurance. Initially skeptical, the nonprofit realized the importance of insurance when an unexpected weather event threatened the gala. Thankfully, their event insurance covered the rescheduling costs, ensuring the fundraiser’s success despite unforeseen challenges.

What’s New

Recent statistics underscore the growing importance of event insurance in the planning process. The global event insurance market, valued at $726.9 million in 2022, is projected to reach $2.3 billion by 2032, growing at a CAGR of 12.7% from 2023 to 2032. This surge is indicative of a broader trend: as events become more intricate and costly, the security offered by insurance becomes indispensable.

Top 11 Event Planning and Insurance Tips

  1. Start Early: Begin planning and seek insurance quotes well in advance.
  2. Understand Coverage Needs: Assess the scale and risks associated with your event to determine the right coverage.
  3. Compare Quotes: Don’t settle on the first option; compare different providers.
  4. Consider Weather Coverage: If your event is outdoors, weather insurance can be crucial.
  5. Liability is Key: Ensure your policy covers general liability, especially if alcohol is involved.
  6. Vendor Verification: Confirm that your vendors have their own insurance.
  7. Read the Fine Print: Understand what is and isn’t covered, including cancellation policies.
  8. Communicate with Stakeholders: Make sure everyone involved is aware of the insurance details.
  9. Review Annually: For recurring events, assess and update your insurance needs annually.
  10. Document Everything: Keep records of all insurance documents and correspondences.
  11. Seek Expert Advice: Consult with professionals like Hotaling Insurance Services for tailored advice.


As we look towards the future, the intersection of event planning and insurance will only become more intricate. Embracing event insurance isn’t just about mitigating risks; it’s about ensuring peace of mind and the freedom to focus on creating memorable experiences. As Benjamin Franklin famously said, “An ounce of prevention is worth a pound of cure.”


Contact us below to get Event Insurance for your next event!


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