General Event Checklist
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Table of Contents
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- Eight Weeks Before the Event
- Determine the purpose of the event.
- Determine event sponsors.
- Choose a tentative date.
- Check availability of event venue (consider restrictions - no smoking, seating capacity).
- Identify the intended audience.
- Decide on performers, DJ, speakers.
- Establish initial budget.
- Conduct community needs assessment
- Delegate tasks (publicity, logistics, food, speakers, decorations, evaluations, etc
- Reserve space & process special facility requests (early morning, late night, etc
- Six Weeks Before the Event
- Finalize the date, time and location of event.
- Contract party entertainment if needed.
- Meet with catering for food and beverages.
- Reserve audio/visual equipment.
- Order prizes and souvenirs.
- Make arrangements for ticket sales (distribution, costs, receipts, etc
- Reserve security, if needed.
- Arrange for transportation (if needed).
- Arrange for visitor parking (if needed).
- Five Weeks Before the Event
- Decide on a theme and title of the event.
- Develop an advertising and publicity plan.
- Confirm contract requirements and fulfillment of contract riders.
- Finalize budget.
- Four Weeks Before the Event
- Proofread advertising (including for copyright matters).
- Submit request for initial advertisements.
- Three Weeks Before the Event
- Begin publicity campaign.
- Begin working on party decorations (ordering flowers, banners, balloons, special napkins & plates, plaques).
- Two Weeks Before the Event
- Begin posting publicity.
- Organize volunteers for event.
- Submit request for final advertisements.
- One Week Before the Event
- Distribute handbills, emails, signs, flyers for event.
- Create event evaluations.
- Day of Event
- Check facility set-up.
- Decorate.
- Set-up for ticket sales and program distribution.
- Distribute and collect evaluations.
- Week After the Event
- Pay performers.
- Send thank you notes.
- Reconcile all invoices.
- Meet with the event planning committee to evaluate the event.
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Presented by:
Kimberly French
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Views: 78
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Uses: 4
Tasks
49
Tasks: 49
Who it's for
This General Event Checklist is for teams that want consistent execution, less rework, and clear ownership.
- Standardize quality - run the same General Event steps every time, regardless of who executes
- Save time - reuse a proven General Event workflow instead of rebuilding processes from scratch
- Improve accountability - assign owners and see what's done vs. what's pending
- Onboard faster - use the General Event checklist as the SOP and training guide
- Coordinate across roles - handoffs are clear and everyone works from the same source of truth
How to use it
How to use this General Event Checklist:
- Start by saving it - save as a Template if you'll reuse it, or as a Checklist if it's a one-off project.
- Customize it once for your workflow - remove what doesn't apply and add your team-specific steps.
- Assign ownership and execute - set owners/due dates where needed and track completion as work happens.
- Reuse without rebuilding - when General Event comes up again, start from your saved version and run it with clear ownership.
Rate this Checklist
5 stars
Scores 4.80 with 66 votes