Joomla!Event Planning Checklist

6 to 12 Months Ahead
Yes No
______Decide event purpose
______Choose a theme
______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.)
______Investigate need for special permits, licenses, insurance, etc.
______Get recommendations for entertainment; hold auditions
______Get bids for entertainment (optional)
______Get bids for decorations
______Get bids for design/printing
______Get bids for other major items
______Draft initial budget
______Decide on admission cost
______Create sponsorship amounts/levels
______List items to be underwritten and possible sources
______Research/approach speakers
______Compile mailing list (individuals/businesses)
______Check proposed date for potential conflicts, finalize date in writing
______Get written contracts for site, entertainment, etc.
______Develop alternative site (if event is outdoors)
______Consider pre-party event for sponsor/speaker dinner
______Pick graphic artist; begin invitation design
______Create logo for event within Joomla! Trademark guidelines
______Set marketing/public relations schedule
______Develop press release and calendar listings
______Select photographer/videographer; arrange for photos/video of event
3 to 6 Months
______Begin monthly committee meetings
______Write/send requests for funding to major donors, corporations, sponsors
______Request logos from corporate sponsors for printing
______Review with graphic artist invitations, programs, posters, etc.
______Complete mailing lists for invitations/marketing
______Sign contract with entertainment company
______Finalize mailing lists; begin soliciting corporations and major donors
______Obtain marketing partnerships and agreements from sponsors
______Obtain radio/TV sponsors, public service announcements, promos
______Set menu with caterer for food and beverages
______Secure permits and insurance
______Get written confirmation of celebrity participation/special needs
______Finalize audio/visual contract
______Select/order trophies/awards
2 Months Ahead
______Finalize transportation/hotel accommodations for staff, VIPs, honorees
______Obtain contracts for decorations and rental items
______Release press announcements about celebrities, VIPs, honorees
______Follow up to confirm sponsorships
______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, chairpersons and responsible site staff
members at event site
______Review/finalize budget, task sheets and tentative timeline
______Start phone follow-up for table sponsors (corporate, VIP, committee)
1 Month Ahead
______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 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 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 flights)
______Confirm special security needs for event
______Prepare welcome packet, program, goodie bags
______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
______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 Event
______Recheck all equipment and supplies to be brought to the event
______Have petty cash and vendor checks prepared
Event Day
______Arrive early
______Unpack equipment, supplies and make sure nothing is missing
______Be sure all presenters and speakers 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 if needed