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Event Planning Checklist

Event Planning Checklist

Nicole Nichols-West

Nicole Nichols-West

created on Dec 29, 2011

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Excellent

4.79 with 1331 votes

Use this Event Planning Checklist for your next event:

6 to 12 Months before the event

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

3 to 6 Months before the event

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

2 Months before the event

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)

1 Month Ahead before the event

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

1 Week Before the event

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

Day before 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

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 and staging before rehearsal

Hold final rehearsal

UselessPoorOkGoodExcellent

Excellent

4.79 with 1331 votes

Stats:

Tasks: 109 tasks

Views today: 1

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Event Planning Checklist Tips

This checklist starts at 6-12 months before the event but you can easily squeeze the timelines to fit your schedule
Keep the customized planning checklist for your next event. After all, lessons learned should be used.

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