Each event is different and has its own planning requirements. This basic checklist
is designed to assist your group plan a successful event.
Please add in your event specifics to ensure everything is covered.
EVENT NAME:
DATE:
TIME:
LOCATION:
EVENT PURPOSE:
PRE-EVENT
- Brainstorming
□ Will the event meet its purpose?
□ Do we have enough volunteers with the right skills to make it work?
□ What is the event budget? Who will prepare the budget and monitor spending?
□ How many guests will attend? Who is on the guest list?
□ What are the location requirements (room size, catering, decorations, AV needs)?
□ Which venue meets those needs? Is it available on event date?
Are transport or parking issues that need address?
□ Are there any legal obligations (licences/permits, security, insurances,
notifying local government or other authorities)?
□ Are there any fundraising activities required at the event?
Who will be responsible for planning and running these activities?
- Bookings
□ Develop event timeline
□ Book venue and pay deposit if required
□ Arrange catering and pay deposit if required
□ Book entertainment/MC if needed
□ Collect written confirmation from entertainment or MC
□ Pay deposit for entertainment or MC
- Sponsorship
□ Identify potential sponsors
□ Develop a sponsorship proposal, taking care to ensure sponsors are well
recognised for their sponsorship dollar (displaying logo on event programs
or advertising, mention on the night etc)
□ Deliver sponsorship proposal to potential sponsors and follow up within one week
- Promotion
□ Develop promotional planning, determining how event will be promoted, timeframes, budgets and responsibilities
□ Design promotional material, including invitations, posters and advertisements
□ Build a website and/or social media page. Consider developing an online event
registration form with secure payment gateway. There are companies that specialise
in providing this service, which makes this a simple process
□ Distribute invitations/flyers/posters/emails to your community
□ Submit event information to local calendars
□ Submit a press release to local paper, radio and TV stations for promotion
- Risk management
□ Conduct a risk assessment involving all key stakeholders
□ Develop a risk management plan if required
□ Book first aid officers and security officers - Confirm all bookings in writing.
□ Obtain relevant insurances
□ Develop contingency plans – wet weather, low attendance
WEEK PRIOR
□ Call venue and ensure all details secured
□ Call entertainment and/or MC and ensure all arrangements secured
□ Call caterers and ensure all details secured, including confirmation of attendees
□ Call or email any major sponsors to let them know about planning and let them know
you’re looking forward to them joining you at the event.
□ Meet with group volunteers and run through events on the day.
Develop a ‘running sheet’ and ensure all volunteers know their roles on the day,
including when they are rostered to be there.
□ If possible, complete as many tasks as possible (venue set up, decorations etc)
before event day
ON THE DAY
□ Arrive early
□ Gather volunteers for a full briefing, including review of emergency procedures
and contingency plan (if required)
□ Circulate contact list with mobile numbers of all volunteers
□ Complete event set up and have a final briefing with entertainment and/or MC
□ Greet guests and handle payments if required
□ Have fun knowing all your hard work is about to pay off!
AFTER THE EVENT
□ Clean up, if your venue requires it
□ Send thank you notes to all volunteers and sponsors, as well as entertainer and MC.
You may wish to consider a thank you presentation for volunteers and sponsors.
□ Do a post-event evaluation and provide to all stakeholders
□ Finalise budget and pay any outstanding bills
□ Ensure event profitsbanked to CSU