Event Planning Checklist

Decide event purpose (raise funds, visibility, celebration) Choose a theme Visit potential sites Appoint an event coordinator/manager Sselect committees/chairpersons Get cost estimates Get offers for entertainment Get offers for decorations Get offers from designers Finalize budget Create sponsorship amounts Create mailing list Decide on time and date Get written contracts Think of alternative site Invite VIPs Hire graphic designer Create logo for event Order hold-the-date cards Set marketing schedule Develop press release Hire photographer Investigate need for special permits

Send requests for sponsors Review with graphic designer 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 Make list of locations for posters Finalize mailing lists Set menu with caterer Secure permits and insurance Get written confirmation of celebrity participation/special needs Finalize audio/visual contract

Assemble/address invitations Mail invitations Distribute posters Obtain contracts for decorations and rental items 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 Review/finalize budget, task sheets and tentative timeline Start phone follow-up for table sponsors (corporate, VIP, committee)

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, speaker's platform Confirm transportation schedules: airlines, trains, buses, cars, limos Confirm hotel accommodations Prepare transportation and accommodations 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

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 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

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

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 and staging before rehearsal Hold final rehearsal

Event Planning Checklist

Related checklists

Related checklists

Popular Channels

Legal

Company

The Site

Follow Us