Event checklists and templates
Use these event checklists and templates ahead of your next event. Find a printable version of this guide linked below.
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Steps to organising a safe and inclusive event
- Define event purpose and audience
- Identify wellbeing, inclusion and safety risks
- Choose venue and format
- Check accessibility, sensory environment and travel routes
- Design programme and session titles
- Review sensitive content and decide on content information
- Brief speakers, chairs, volunteers and staff
- Open registration and collect access requirements safely
- Send pre-event information pack to delegates and speakers
- Prepare support routes, quiet space and emergency plans
- Run event with clear chairing, signage and visible support
- Respond to issues promptly and record learning
- Gather feedback from delegates, speakers, volunteers and staff
- Update future event planning and share improvements
Core event organiser checklist
| Stage | Key considerations |
| Purpose and audience | Define who the event is for, including vets, veterinary nurses, students, speakers, exhibitors, volunteers, staff and first-time attendees. Identify whether the event includes sensitive elements. |
| Governance and risk | Complete an event risk assessment covering physical safety, accessibility, mental health emergencies, alcohol-related risk, safeguarding where relevant, and incident escalation. Agree who has authority to intervene if behaviour is unsafe or disrespectful. |
| Venue and access | Check step-free access, accessible toilets, hearing support, captioning options, signage, quiet or wellbeing spaces, lighting, acoustics, seating flexibility, emergency exits, accessible parking and transport links. |
| Programme design | Avoid overloading the timetable. Build in breaks. Avoid placing distressing sessions at the end of the day. Label sessions clearly, including whether they include sensitive subjects, graphic images, suicide, harassment or other potentially distressing content. |
| Registration | Ask all attendees whether they have access requirements or adjustments they would like organisers to know about. Avoid asking for diagnoses or unnecessary medical details. Provide a non-digital route for access requests. Ensure data is handled safely. |
| Pre-event communications | Send venue maps, travel information, timetable, catering details, dress code, accessibility information, quiet space details, sensory information, photographs of the venue and named contacts for help. |
| Content and speakers | Ask speakers to use clear language, define technical terms where needed, avoid unnecessary graphic detail, prepare content information where appropriate, and signpost support for sensitive topics. |
| Chairing | Brief chairs on timing, respectful discussion, inclusive participation, how to intervene, signposting support, recording or livestreaming notices, and how to support speakers before and after sessions. |
| New joiners and solo attendees | Offer optional buddying, first-time attendee meet-ups, small-group networking, clear signage, structured social opportunities and ways to connect without pressure. |
| Neurodivergent attendees | Provide predictable schedules, clear signage, sensory information, quiet spaces, lower-stimulation areas, alternative participation routes, accessible slides and acceptance of stimming, movement or regulation tools. |
| Students | Brief speakers that students may be present, offer anonymous questions, student ambassadors or mentors, student-friendly spaces and beginner friendly context where appropriate. |
| Alcohol | Ensure non-alcoholic drinks are available and presented with the same care as alcoholic drinks. Avoid making all networking events alcohol-centred. Advertise alcohol-related events clearly. |
| Support and signposting | Make support information visible before, during and after relevant sessions. Include Vetlife, Samaritans and local event contacts where appropriate. Make sure support routes include text and phone options. |
| On-the-day delivery | Use clear signage, visible staff or volunteers, tested AV, working microphones, accessible Q&A routes, scheduled breaks and respectful chairing. Monitor crowding, noise, fatigue and distress. |
| Feedback and improvement | Ask delegates, speakers, volunteers, students and staff what worked, what was difficult and what should change. Record improvements for future events. |