Event Planning Checklist
6 to 12 Months Ahead
Yes No
___ ___Decide event purpose (raise funds, visibility, celebration, etc.) ___ ___Choose a theme
___ ___Visit
potential sites an event coordinator/manager
___ ___Research/appoint ___ ___Research/select
committees/chairpersons subcommittees
___ ___Chairperson forms ___ ___Get cost
estimates (site rental, food, drinks, sound/lights, etc.) for entertainment; hold auditions
___ ___Get recommendations
___ ___Get bids for entertainment ___ ___Get bids for decorations ___ ___Get bids for design/printing ___ ___Get bids for other ___ ___Finance
major items
committee drafts initial budget
___ ___Decide on admission cost ___ ___Create sponsorship amounts/levels ___ ___List items to be underwritten and ___ ___Research/approach honorees ___ ___Compile mailing
possible sources
list (individuals/businesses)
___ ___Check proposed date for potential conflicts, ___ ___Get written contracts
finalize date in writing
for site, entertainment, etc.
___ ___Develop alternative site (if event is outdoors) ___ ___Consider pre-party
event for publicity or underwriting
___ ___Invite/confirm VIPs ___ ___Pick graphic artist; ___ ___Create logo
begin invitation design
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
___ ___Select
photographer; arrange for photos of VIPs, chairmen, honorees celebrities, honorees, chairmen licenses, insurance, etc.
___ ___Get biographical information on VIPs, ___ ___Investigate need for special permits,
3 to 6 Months
___ ___Begin monthly
committee meetings
___ ___Write/send requests for funding or underwriting to major donors,
corporations, sponsors
___ ___Request logos
from corporate sponsors for printing invitations, programs, posters, etc.
___ ___Review with graphic artist ___ ___Prepare final copy ___ ___Prepare final copy
for invitations, return card, posters for tickets for invitations
___ ___Complete mailing lists ___ ___Order invitations,
posters, tickets, etc.
______ Sign contract with entertainment company
___ ___Make list
of locations for posters begin soliciting corporations and major donors VIPs public service announcements, promos and beverages
___ ___Finalize mailing lists;
___ ___Obtain lists from honorees,
___ ___Obtain radio/TV sponsors,
___ ___Set menu with caterer for food ___ ___Secure permits and insurance ___ ___ Get written confirmation of
celebrity participation/special needs
___ ___Finalize audio/visual contract ___ ___Select/order
trophies/awards
2 Months Ahead
___ ___Hold
underwriting or preview party to coincide with mailing of invitations; invite invitations (with personal notes when possible)
media
___ ___Assemble/address ___ ___Mail invitations ___ ___Distribute posters ___ ___Finalize transportation/hotel accommodations ___ ___Obtain contracts
for staff, VIPs, honorees
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 at registration, directional, etc.
___ ___Review needs for signs
___ ___ 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 ___ ___Start
budget, task sheets and tentative timeline
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
___ ___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, ___ ___Confirm transportation
speaker's platform
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 chairmen, and key staff rentals
___ ___Prepare welcome packet for VIPs,
___ ___Schedule deliveries of special equipment,
___ ___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
___ ___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 ___ ___Double-check arrival time and ___ ___Reconfirm event site, ___ ___Deliver final scripts/
any rented or loaned equipment delivery times with vendors
hotel, transportation
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
___ ___Schedule rehearsals ___ ___Schedule volunteer assignments ___ ___Establish amount ___ ___Write
for day of event
of petty cash needed for tips and emergencies
checks for payments to be made for the day of the event
Day Before Event
___ ___Lay out
all clothes that you will need the day of the event and supplies to be brought to the event
___ ___Recheck all equipment ___ ___Have petty cash and
vendor checks prepared
Event Day
___ ___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
___ ___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 ___ ___Hold final rehearsal
and staging before rehearsal
