Event Planning Checklist
6 to 12 Months Ahead
Yes No
___ ___Decide event purpose (raise funds, visibility, celebration, etc.) ___ ___Choose a theme
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___Visit potential sites ___Research/appoint an event coordinator/manager ___Research/select committees/chairpersons ___Chairperson forms subcommittees ___Get cost estimates (site rental, food, drinks, sound/lights, etc.) ___Get recommendations for entertainment; hold auditions ___Get bids for entertainment ___Get bids for decorations ___Get bids for design/printing ___Get bids for other major items ___Finance committee drafts initial budget ___Decide on admission cost ___Create sponsorship amounts/levels ___List items to be underwritten and possible sources ___Research/approach honorees ___Compile mailing list (individuals/businesses) ___Check proposed date for potential conflicts, finalize date in writing ___Get written contracts for site, entertainment, etc. ___Develop alternative site (if event is outdoors)
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___Consider pre-party event for publicity or underwriting ___Invite/confirm VIPs ___Pick graphic artist; begin invitation design ___Create logo for event with graphic artist ___Order hold-the-date cards or other event announcements ___Set marketing/public relations schedule
___ ___Develop press release and calendar listings
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___Select photographer; arrange for photos of VIPs, chairmen, honorees ___Get biographical information on VIPs, celebrities, honorees, chairmen ___Investigate need for special permits, licenses, insurance, etc.
3 to 6 Months
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___Begin monthly committee meetings
___Write/send requests for funding or underwriting to major donors, corporations, sponsors
___ ___ ___ ___ ___ ___
___Request logos from corporate sponsors for printing ___Review with graphic artist invitations, programs, posters, etc. ___Prepare final copy for invitations, return card, posters ___Prepare final copy for tickets ___Complete mailing lists for invitations ___Order invitations, posters, tickets, etc.
______ Sign contract with entertainment company
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___Make list of locations for posters ___Finalize mailing lists; begin soliciting corporations and major donors ___Obtain lists from honorees, VIPs ___Obtain radio/TV sponsors, public service announcements, promos
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___Set menu with caterer for food and beverages ___Secure permits and insurance ___ Get written confirmation of celebrity participation/special needs ___Finalize audio/visual contract ___Select/order trophies/awards
2 Months Ahead
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___Hold underwriting or preview party to coincide with mailing of invitations; invite media
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___Assemble/address invitations (with personal notes when possible) ___Mail invitations ___Distribute posters ___Finalize transportation/hotel accommodations for staff, VIPs, honorees ___Obtain contracts for decorations and rental items ___Confirm TV/radio participation ___Release press announcements about celebrities, VIPs, honorees ___Follow up to confirm sponsorships and underwriting ___Obtain logos from corporate sponsors for program printing ___Review needs for signs at registration, directional, etc. ___ All major chairpersons to finalize plans
___Hold walk-through of event with responsible committees, chairpersons and responsible site staff members at event site
___ ___
___Review/finalize budget, task sheets and tentative timeline ___Start phone follow-up for table sponsors (corporate, VIP, committee)
1 Month Ahead ___ ___Phone follow-up of mailing list (ticket sales) ___ ___Place newspaper ads, follow up with news media, on-air announcements
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___Confirm staff for registration, hosting, other
___ ___Write to VIPs, celebrities, program participants, confirm participation ___ ___ Complete list of contents for VIP welcome packets
___ ___ ___ ___ ___ ___ ___ ___ ___
___ Get enlarged site plan/room diagram, assign seats/tables ___Give estimate of guests expected to caterer/food service ___Meet with all outside vendors, consultants to coordinate event ___Review script/timeline ___Continue phone follow-ups for ticket/table sales ___Continue assigning seats; set head table, speaker's platform ___Confirm transportation schedules: airlines, trains, buses, cars, limos ___Confirm hotel accommodations
___Prepare transportation and accommodations (include arrival time, flight number, airline, person assigned
___ ___ ___ ___ ___ ___ ___ ___
___to meet flight) ___Confirm special security needed for VIPs, event ___Prepare welcome packet for VIPs, chairmen, and key staff ___Schedule deliveries of special equipment, rentals ___Confirm setup and tear down times with event site ___Finalize plans with party decorator ___Give caterer revised numbers ___Meet with chairpersons, key staff to finalize any of the above
1 Week Before
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___Meet with all committees for last-minute details ___Finish phone follow-ups ___Confirm number attending ___Finish seating/table arrangements ___Hold training session with volunteers; finalize assignments ___Secure two or three volunteers to assist with emergencies ___Finalize registration staff ___Distribute seating chart, assignments to hosts/hostesses ___Schedule pickup or delivery of any rented or loaned equipment ___Double-check arrival time and delivery times with vendors ___Reconfirm event site, hotel, transportation ___Deliver final scripts/ timelines to all program participants ___Finalize catering guarantee, refreshments ___Confirm number of volunteers ___Make follow-up calls to news media for advance and event coverage ___Distribute additional fliers
___ ___Final walk-through with all personnel
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___Schedule rehearsals ___Schedule volunteer assignments for day of event ___Establish amount of petty cash needed for tips and emergencies ___Write checks for payments to be made for the day of the event
Day Before Event
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___Lay out all clothes that you will need the day of the event ___Recheck all equipment and supplies to be brought to the event ___Have petty cash and vendor checks prepared
Event Day
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___Arrive early (with your change of clothes) ___Unpack equipment, supplies and make sure nothing is missing ___Be sure all VIPs are in place and have scripts
___ ___Reconfirm refreshments/meal schedule for volunteers
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___Go over all the final details with caterer and setup staff ___Check with volunteers to make sure all tasks are covered ___Setup registration area ___Check sound/light equipment and staging before rehearsal ___Hold final rehearsal
