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    Event Planning Checklist

    Uploaded by

    Juno Lee
    The document provides a detailed checklist for planning a special event, divided into four sections: programming, facilities and logistics, promotions, and finance/administration. It includes tasks for developing activities, securing permits, setting up facilities, promoting the event through various media, and managing budgets. The checklist covers considerations from initial planning through post-event activities like evaluation and thank you messages.

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    © All Rights Reserved
    Download as PDF, TXT or read online from Scribd

    Event Planning Checklist

    Uploaded by

    Juno Lee
    231 views4 pages
    The document provides a detailed checklist for planning a special event, divided into four sections: programming, facilities and logistics, promotions, and finance/administration. It includes tasks for developing activities, securing permits, setting up facilities, promoting the event through various media, and managing budgets. The checklist covers considerations from initial planning through post-event activities like evaluation and thank you messages.

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    EVENT PLANNING CHECKLIST

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    The document provides a detailed checklist for planning a special event, divided into four sections: programming, facilities and logistics, promotions, and finance/administration. It includes tasks for developing activities, securing permits, setting up facilities, promoting the event through various media, and managing budgets. The checklist covers considerations from initial planning through post-event activities like evaluation and thank you messages.

    Copyright:

    © All Rights Reserved
    Download as PDF, TXT or read online from Scribd
    Download as pdf or txt
    231 views4 pages

    Event Planning Checklist

    Uploaded by

    Juno Lee
    The document provides a detailed checklist for planning a special event, divided into four sections: programming, facilities and logistics, promotions, and finance/administration. It includes tasks for developing activities, securing permits, setting up facilities, promoting the event through various media, and managing budgets. The checklist covers considerations from initial planning through post-event activities like evaluation and thank you messages.

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    © All Rights Reserved
    Download as PDF, TXT or read online from Scribd
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    You are on page 1of 4
    At a glance
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    The document outlines a comprehensive event planning checklist covering programming, facilities and logistics, promotions, and finance and administration.

    The checklist covers four main areas of event planning - programming, facilities and logistics, promotions, and finance and administration. Each area contains important tasks and considerations.

    The checklist notes that it is important to review site facilities and locations for needs, check availability and accessibility, assess parking and transit access, explore costs, learn permit requirements, and create a site plan.

    EVENT PLANNING CHECKLIST

    The following check list contains general categories and tasks material related to
    planning a special event divided into four areas: Programming, Facilities & Logistics,
    Promotions, and Finance & Administration.

    This general Event Planning Checklist covers many, but not necessarily all, of the key
    items that need to be considered when organizing an event.

    1. Program
    Pre-Event
    Brainstorm/Develop Activities:
    o Refreshments (use environmental friendly materials) , Alcohol
    o Entertainment / Games
    o Ceremonies
    o Amusements
    o Vendors
    Contests & Prizes
    o Prizes secured, delivered
    Is there fun for everyone?
    o Pre-schoolers, children
    o Teens, adults
    o Seniors, disabled
    Rainy day alternatives
    Volunteer and staff requirements
    o recruitment, training, uniforms, badges
    Equipment and supply requirements
    o Tables, chairs, stage, tents, sound system, etc.
    Performer/participant requirements
    Prepare a detailed schedule of events
    Design feedback/participant survey

    Event Day
    Station volunteers, staff
    Signage, permits, maps and schedules posted
    Run/supervise activities
    Info/registration booth set up
    Equipment at proper places
    PA system, 2-way radios, megaphones
    Prizes (awards, ribbons, etc.)

    Post-Event
    Clean-up for each area
    Return equipment
    Thank you’s to all involved
    Evaluation survey analysis

    Event Planning Checklist Page 1 of 4


    2. Facilities & Logistics
    Pre-Event
    Review all site facilities/locations meeting needs
    Check availability
    Check accessibility
    Assess parking capability and transit access
    Explore costs
    Learn permit requirements and conditions
    Create site plan
    Book facilities, rain-day facility
    Identify public service needs (police, fire, EMS, traffic services, etc)
    Identify volunteer and staff requirements

    Permits /Planning
    Location: Street Event permits, Parks permit, City Squares permit, private
    property permission
    Food & Beverage: Public Health Temporary Food Vendors, Special Occasions
    Permit (Alcohol)
    Building permits for temporary structures
    Sign permits
    Noise (amplified music) permission
    Raffle or lottery permit
    Waste Management Plan
    Risk Management Assessment/Emergency Plan
    Traffic Management Plan

    Facilities Amenities / Equipment / Logistics


    Refreshments areas
    Toilets and hand-washing stations
    Lost and found area
    First Aid station(s)
    Stage(s), structures, tents,
    Plan for electricity, water, phone line, sound equipment, generators
    Order tables, chairs and linens
    Order sound system
    Order 2-way radios, cellular phones
    Order golf carts
    Order/set up extra garbage bins, recycling stations, dumpsters
    Order bike racks
    Signage, barricades, traffic cones, safety equipment

    Event Day
    Set up event site
    Reserve parking for officials, participants, exhibitors
    Put up signage
    Event Planning Checklist Page 2 of 4
    Safety inspections and checks
    Set up waste receptacles

    Post-Event
    Clean-up for each area
    Return equipment
    Thank you’s to all involved
    Evaluation survey analysis

    3. Promotions
    Pre-Event

    Establish Identity
    Letterhead, logos
    Info kits prepared and distributed
    Orientation workshop for:
    o Staff
    o Community leaders/groups
    o Media
    o Displayers, volunteers

    Marketing
    Determine design and distribution of promotional materials
    Website creation, social media accounts
    Develop and distribute promotional material to local businesses,
    neighbourhoods, participating organizations, schools, city departments, elected
    officials
    Calendars of events
    Posters, flyers
    Restaurant placements
    Bridge banners and Hydro pole banners
    Advertisements
    Prepare newsletter for participating organizations, staff and volunteers
    Secure permission to display at other events, malls, etc.
    Prepare buttons, ribbons, T-shirts, entry forms etc.

    Media
    Prepare media kits, media releases
    Publicize rainy day alternatives
    Prepare public service announcements for radio, the press, television
    Distribution to the media
    Arrange interview between key participants and media
    Submit feature articles on event
    Contact media celebrities to participate in event (hosting, contests, challenges)
    Increase promotions two weeks prior to event
    Book photographer and videographers for event for feature shots

    Event Planning Checklist Page 3 of 4


    Day of Event
    Media Kits - news release, information, photos, biographies
    Media meeting location – media passes
    Provide an interview area

    Post-event
    Send final media release to let sponsors, participants know what happened
    Send thank you’s to all media
    Gather all articles, photos for final report
    Post event follow up: How did event go?
    Prepare a final report with recommendations and ideas for next year

    4. Finance & Administration


    Pre-Event
    Prepare budget
    Establish financial protocols/signing authority, accounts, etc.
    Obtain event liability insurance
    Identify fundraising, grants and sponsorship opportunities
    Solicit "in-kind" goods and services donations in lieu of money
    Prepare an equipment needs inventory – obtain quotes
    Arrange all payments well in advance.
    Apply for petty cash and floats for the day of the event

    Day of Event
    Ensure all vendors have small change
    Ensure all cheque payments are available for entertainers, sound equipment etc.
    Ensure there is a secure cash box in place for any activity which costs money
    Ensure money is picked up where there is incoming money.
    Account for all money spent and received
    Allocate funds or food vouchers for volunteers

    Post-Event
    Audit funds
    Review budget estimates and actual amounts
    Review unexpected expenses
    Obtain receipts for value of donated goods and services
    Send thank you’s to sponsors

    Event Planning Checklist Page 4 of 4

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