Event Planning Checklist

6 to 12 Months Ahead of Event

• Decide event purpose (raise funds, visibility, celebration, etc.)
• Choose a theme (if applicable)
• 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
• Research/approach honorees
• Compile mailing list (individuals/businesses)
• Check proposed date for potential conflicts, finalize date in writing
• Get written contracts for sit, entertainment, etc.
• Develop alternative site (if event is outdoors)
• Consider pre-party event for publicity or underwriting
• Invite/confirm VIPs
• Pick graphic artist; begin invitation design
• Obtain contracts for decorations and rental items
• Confirm TV/radio participation
• Release press announcements about celebrities, VIPS, honorees
• 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 plan
• 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 sponsor

1 Month Before 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 cater/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 cater revised numbers
• Meet with chairpersons, key staff to finalize any of the above

1 Week Before 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 volunteer 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 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

Day of Event

• 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