The 3 Must-Have Lists Every Event Host Should Keep Handy

When it comes to hosting profitable and impactful events, success starts long before the big day. One of the biggest challenges for event hosts isn’t just planning the details, it’s filling the room with the right people. If you’ve ever found yourself scrambling to send invites or struggling to connect with the audience you truly want to reach, you’re not alone. Matter of fact, no matter how successful an event producer may be, the biggest concern they have is how to get butts in seats.

The key to avoiding this last-minute stress? Staying organized and intentional by keeping three essential lists year-round. Whether you’re gearing up for your annual conference, hosting an intimate workshop, or planning a signature experience, these lists will ensure you’re prepared, connected, and always a step ahead.

Let’s dive into the three lists every event host should start today.

1. Your List of Potential Attendees

This is your go-to list for people who would benefit most from your event. They’re the individuals who align with your vision, your message, and your goals. But here’s the thing, this isn’t just a random collection of names. To make this list effective, you need to add context.

Here’s how:

• If someone comments on your social media post expressing interest in your work, save that post or jot down the conversation in your notes.

• When you meet someone at a networking event who seems like a great fit, write down what made them stand out.

When it’s time to invite them, refer back to this information to create a personalized message that feels authentic:

“Hi [Name], I remember we talked about [specific topic] at [event/conversation]. I immediately thought about you when planning this experience because it’s exactly what we discussed. I’d love for you to join us!”

This approach not only increases the likelihood of them attending but also strengthens the connection they feel with you and your event. When you meet someone randomly at a coffee shop or a networking event and you know they would make a great fit for your event that is 6 months away, this is the list you put them on.

2. Your Relationship-Building List

Not every connection turns into an instant invite, and that’s okay. Some relationships take time to build, and this list helps you keep track of those individuals.

Think of it as your “getting-to-know-you” list. These are people you’ve identified as potentially valuable connections, whether as attendees, collaborators, or industry peers—but you’re not rushing the process.

What to do:

• Engage with them on social media by commenting on their posts and sharing their content.

• Reach out with thoughtful DMs when their work or ideas resonate with you.

• Look for ways to add value to their lives or businesses without asking for anything in return.

This list ensures you’re nurturing meaningful relationships, not just collecting contacts. When someone is on your relationship building list it gives you and the other individual the opportunity to see if you even want to share space with one another. I love having quick, 15 min connection calls to see feel someone's energy out.

3. Your List of Potential Speakers, Sponsors, and Collaborators

A successful event isn’t a solo act. Bringing in the right speakers, sponsors, and collaborators can elevate the experience for your audience and expand your reach.

But again, this isn’t just about finding people to say “yes.” It’s about identifying those who align with your event’s purpose and creating partnerships that are mutually beneficial.

When adding someone to this list, ask yourself:

• How does their expertise or brand align with my event’s goals?

• What value can I offer them in return for their participation?

• Why would this partnership be a win for both of us?

When reaching out, be specific and thoughtful. For example:

“Hi [Name], I’ve followed your work in [specific area] and truly admire your approach. I’m hosting an event for [target audience], and I believe your expertise would resonate deeply with them. I’d love to explore how we can collaborate to create something impactful together.”

By focusing on how your partnership serves both parties, you set the tone for a professional and productive relationship.

Why These Lists Matter

When you’re an event host, especially one with recurring events or an annual audience, preparation is everything. These three lists not only keep you organized but also make your invitations, partnerships, and outreach feel intentional and genuine.

More importantly, they help you avoid the overwhelm of trying to pull everything together at the last minute. By curating these lists year-round, you’ll have a strong foundation to work from, making the lead-up to your event smoother and more strategic.

Start Your Lists Today

If you’re not already keeping these lists, today’s the day to start. Open up a notebook, create a spreadsheet, or use your favorite app to begin tracking:

• Potential attendees who align with your event’s vision.

• Individuals you want to build authentic relationships with over time.

• Speakers, sponsors, and collaborators who can bring additional value to your event.

This simple practice can transform the way you plan and execute your events, helping you attract the right audience and partnerships while staying focused on your goals.

The secret to hosting impactful, profitable events isn’t just in the execution—it’s in the preparation. And with these lists in your arsenal, you’ll be ready to make every event a success.

ead-up to your event smoother and more strategic.

Connect With ElluminateHER

If you’re ready to stop spinning your wheels and take your event to the next level, ElluminateHER is here to help. We specialize in creating strategies that not only get butts in seats but also ensure those seats are filled with the right people. Whether you need help refining your attendee list, crafting personalized invites, or building deeper connections with your audience, we’ve got you. Let’s work together to make your vision a reality. Contact us today to see how we can support you at your next event.