Let's modify it to serve our need for a short notice event.
Event Planning Checklist
Printable Event Scheduling Checklist
6 to 12 Months Ahead
Yes No
___ ___Decide event purpose (raise funds, visibility,
celebration, etc.)
___ ___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.)
___ ___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
___ ___List items to be underwritten and possible sources
___ ___Research/approach honorees
___ ___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 publicity or
underwriting
___ ___Invite/confirm VIPs
___ ___Pick graphic artist; begin invitation design
___ ___Create logo for event with graphic artist
___ ___Order hold-the-date cards or other event
announcements
___ ___Set marketing/public relations schedule
___ ___Develop press release and calendar listings
___ ___Select photographer; arrange for photos of VIPs,
chairmen, honorees
___ ___Get biographical information on VIPs, celebrities,
honorees, chairmen
___ ___Investigate need for special permits, licenses,
insurance, etc.
3 to 6 Months
___ ___Begin monthly committee meetings
___ ___Write/send requests for funding or underwriting to
major donors, corporations, sponsors
___ ___Request logos from corporate sponsors for printing
___ ___Review with graphic artist invitations, programs,
posters, etc.
___ ___Prepare final copy for invitations, return card,
posters
___ ___Prepare final copy for tickets
___ ___Complete mailing lists for invitations
___ ___Order invitations, posters, tickets, etc.
______ Sign contract with entertainment company
___ ___Make list of locations for posters
___ ___Finalize mailing lists; begin soliciting corporations
and major donors
___ ___Obtain lists from honorees, VIPs
___ ___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
___ ___Hold underwriting or preview party to coincide with
mailing of invitations; invite media
___ ___Assemble/address invitations (with personal notes
when possible)
___ ___Mail invitations
___ ___Distribute posters
___ ___Finalize transportation/hotel accommodations for
staff, VIPs, honorees
___ ___Obtain contracts for decorations and rental items
___ ___Confirm TV/radio participation
___ ___Release press announcements about celebrities, VIPs,
honorees
___ ___Follow up to 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 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 VIP 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 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 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
___ ___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
Event Day
___ ___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
