Planning events is more than picking a venue and sending invites. For associations and chambers of commerce, events are member engagement tools for increasing renewals, boosting visibility, and generating non-dues revenue. But without a solid system, even seasoned planners can miss critical steps. That's where a strategic, repeatable event planning checklist comes in.
This article gives you a brief before-during-after framework with examples tailored to member-based organizations and enhanced by Glue Up's event management software.
Want the comprehensive printable version? Download our free event planning checklist for associations and chambers right away!
Key Takeaways
Use Glue Up's event planning checklist to structure every stage—before, during, and after—with clear task ownership and timelines.
Build event blueprints inside Glue Up to reuse workflows, automate comms, and eliminate manual work.
Segment your audiences (members, non-members, sponsors) and tailor promotions using Glue Up’s CRM and email tools.
Collect feedback through live polls, session surveys, and follow-up emails to improve future events.
Show sponsor ROI using Glue Up’s analytics—track booth visits, clicks, impressions, and engagement to secure future investment.
Before We Begin: A Little About Glue Up's Event Management Software
Glue Up is the leading provider of membership technology, with 1,500+ associations and chambers relying on our all-in-one platform to connect every part of their workflow. Core modules include an AI-powered CRM, campaigns, events, and finance, each sharing the same database, so data stays consistent.
Key Features
Event blueprints to clone successful agendas in seconds
One-tap check-in with real-time capacity alerts and waitlists
Live polls and instant surveys for on-the-spot attendee feedback
Automated emails for confirmations, reminders, and updates
Central master calendar filterable by chapter or region
Unified RSVPs, payments, and post-event surveys in one dashboard
These are just the highlights. Book a quick demo right away to learn more about the platform and see it in action!
What is a Checklist in Event Planning for Associations and Chambers?
No matter your industry, you're likely familiar with event checklists. However, in the membership space, a checklist does more than keep tasks in order.
"An event planning checklist for associations and chambers is a step-by-step outline that guides staff and volunteers through every task required to run a member-focused event, from initial board approval to post-event reporting."
While standard corporate event checklists often focus on logistics alone (venue, catering, and marketing), a membership event checklist adds layers that reflect an association or chamber's unique structure and obligations.
First, the audience is broader and more specialized. Committees, chapter leaders, sponsors, government partners, and rank-and-file members expect different outcomes, so the checklist must note when to brief each group, collect their input, and confirm their benefits.
Second, governance requirements shape timing. Boards or executive committees usually need formal proposals and regular status updates, so those approval points appear early in the list.
Third, the stakes extend beyond profit. Your event needs to demonstrate clear member value, support advocacy goals, and protect non-dues revenue streams, such as sponsorships and continuing-education credits.
Due to these factors, your team must include tasks like:
Coordinating dates across chapters to avoid conflicts,
Tracking sponsor deliverables,
Logging attendance for professional development points
Issuing segmented communications to different member tiers, etc.
By accounting for these extra dimensions, you can reduce scheduling clashes, safeguard member satisfaction, and ensure every event supports the organization's broader mission.
Read More: AI Event Planning Software for Associations
Event Planning Checklist Vs. Event Plan: What's the Difference?
Associations and chambers juggle member value, sponsor commitments, and chapter coordination at every event. Therefore, to manage that complexity, you rely on two separate but complementary documents:
An Event plan
This is the strategic blueprint. It links the event to larger goals such as member retention, advocacy impact, or non-dues revenue. An event plan outlines objectives, budgets, timelines, roles, target audiences, and potential risks for board, sponsor, and chapter approval.
An Event planning checklist
This is the tactical tool. It breaks the plan into individual tasks—confirm speakers, schedule reminders, order signage—so staff and volunteers can track progress day by day.
The table below shows how each document serves a distinct purpose:
Aspect | Event Plan | Event Planning Checklist |
Purpose | Align the event with mission and strategy | Make sure every task is completed |
Scope | Goals, budget, KPIs, risk management | Step-by-step actions and deadlines |
Primary users | Board, sponsors, chapter leaders | Staff, volunteers |
Update cadence | At major milestones | Daily, as tasks are finished |
Format | Narrative or slide deck with timelines | Tick-box list or shared task board |
Before the Event: Lay the Foundation
In the beginning, we promised a brief overview of the three key stages—before, during, and after your event. To see every deadline and task in detail, download our event planning checklist PDF for associations and chambers.
Whether you're planning a regional policy summit, an annual awards gala, or a chapter networking breakfast, the groundwork is largely the same:
Set the Event's Core Purpose
Is it a member recruitment drive, a leadership summit, or a partner recognition event? Set 2–3 goals that tie directly to your organizational strategy.
Assign Roles and Responsibilities
Every piece of the puzzle needs an owner, from sponsorship to email marketing to check-in. Glue Up's event task management feature helps divide and track responsibilities across chapters and staff.
Create an Event Landing Page
Make it easy to understand, register, and share. Include photos, speaker bios, sponsor logos, and a clear CTA. You can build and launch branded pages in minutes using Glue Up's drag-and-drop editor.
Confirm Budget and Logistics
Set caps for A/V, catering, speaker honorariums, hybrid streaming, and swag. Track invoices and expenses using Glue Up's finance module to stay within limits.
Promote with Segmentation
Use your CRM data to target segments—new members, VIP donors, past attendees. Glue Up's email campaigns let you personalize messages, schedule sends, and track engagement automatically.
Pro Tip: Turn this pre-event workflow into a saved Event Blueprint inside Glue Up. You can reuse it for every summit, roundtable, or gala you host.
During the Event: Focus on Engagement
Once the event begins, your checklist should shift from prep to experience delivery:
Streamline Check-In
Whether it's in person, hybrid, or fully online, ensure you have member badges ready for seamless verification and check-in. You can use Glue Up's event app to scan QR codes, issue name badges, and log attendance instantly.
Support Speakers and Staff
Set up a "green room" area for speaker prep. If virtual, schedule tech check-ins and backup sessions. Add staff-only backchannel chats for last-minute changes or issues.
Enable Speed Networking
Host a speed networking session to help attendees connect through timed 1-on-1 or small group conversations. Glue Up's Speed Networking tool automates the entire experience—matching participants, setting timers, and facilitating both in-person and virtual connections..
Capture Feedback
Collect feedback through session surveys, live polls, or quick ratings to understand what resonated and what didn't. With Glue Up, you can use built-in live polls and surveys to ask for feedback on relevance, speaker quality, or venue comfort directly through the event app or automated follow-up emails.
After the Event: Turn Experience into Impact
The final phase of your event planning checklist is all about follow-through and ROI:
Send Personalized Thank-Yous
Different audiences get different messages—attendees get slides and replays, sponsors get engagement reports, and speakers get clips and testimonials. Schedule these emails via Glue Up's marketing automation.
Share Session Recordings
Add them to your member portal or drip them out in a content campaign. Gate premium content to drive renewals or upgrades.
Deliver Sponsor ROI
Delivering sponsor ROI means showing clear value—like brand exposure, attendee engagement, and lead generation—to encourage future investment. You can use Glue Up's sponsor analytics to highlight booth visits, session shoutouts, ad clicks, and brand impressions, giving sponsors the data they need to renew and scale up their support..
Report Key Metrics
Pull attendance, engagement, revenue, and cost breakdowns directly from your dashboard. Save reports as PDFs for board review.
Pro Tip: Tag high-engagement attendees in Glue Up's CRM and trigger membership follow-ups or cross-sell campaigns.
Let's Help You Host Events That Move the Needle
We know how much work goes into creating events that people remember, and we want yours to stand out for all the right reasons. That's why, beyond our software, we share real strategies, tips, and lessons learned from association and chamber teams like yours to help you plan with confidence and deliver real value, every single time.
So if you haven't already, scroll up and grab our free event planning checklist to keep your next event on track, on brand, and on mission.
And if you're new to Glue Up and curious how it powers the entire event workflow from planning and promotion to follow-up and reporting, you're just a quick demo away from making it all easier. Our team will support you at every step: onboarding, module training, integrations, and beyond.
