EVENT PLANNING CHECKLIST
EVENT PLANNING CHECKLIST
EVENT PLANNING CHECKLIST
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<strong>EVENT</strong> <strong>PLANNING</strong> <strong>CHECKLIST</strong><br />
Event Name: ______________________________________<br />
Event Purpose:_____________________________________<br />
_________________________________________________<br />
VIPs:_____________________________________________<br />
Date: ___________________<br />
Time: __________________<br />
Location: _______________<br />
________________________<br />
ADVERTISING<br />
Point Person __________________________<br />
<br />
<br />
<br />
<br />
<br />
<br />
Flyer design<br />
Flyer distribution<br />
Email to constituents<br />
Scheduled in SharkLink<br />
Facebook event<br />
Innovative advertising, such as flash mob, chalking,<br />
viral marketing, YouTube video, item giveaways, inclass<br />
announcements, radio/newspaper ads, etc.<br />
BRAINSTORMING<br />
Point Person __________________________<br />
<br />
<br />
<br />
<br />
<br />
<br />
Will the event work? Will people really want to<br />
attend?<br />
Has something like this happened before? How does<br />
this event differ from other events?<br />
How many people will be needed to run the event?<br />
Where could it take place? Is this an exciting venue?<br />
Do we have the resources to do this?<br />
Who can collaborate with us, like clubs,<br />
administrative departments, academic departments,<br />
outside agencies, other schools, etc?<br />
BUDGET, FUNDRAISING, GRANTS<br />
Point Person __________________________<br />
<br />
<br />
<br />
<br />
<br />
<br />
Compile budget information (see attached sheet)<br />
Request funds from Finance Board<br />
Are there any grants available? How does the event<br />
cater to the grant purpose?<br />
Does anyone need to be paid upfront?<br />
What are your fundraising goals? How will you<br />
achieve them?<br />
How can fundraising help advertise?<br />
FORMS AND APPROVAL<br />
Point Person __________________________<br />
<br />
<br />
<br />
<br />
<br />
<br />
<br />
Contracts through OSLA (2 weeks)<br />
Space reservations through Conferences and Events<br />
(5 business days)<br />
Media requests through Media Services in the library<br />
(7-9 business days)<br />
Food requests through Aramark (3 business days)<br />
Notify Public Safety (5 days)<br />
Flyers approved by Residence Life (3 days)<br />
Do you need: Film licensing, President request,<br />
Alcohol request, checks to be cut, approval from<br />
sponsoring departments<br />
SCHEDULING<br />
Point Person __________________________<br />
<br />
<br />
<br />
Will everything be approved and submitted in time?<br />
Is the event going to conflict with other events?<br />
Book hotels, food reservations, travel arrangements<br />
SHOPPING<br />
Point Person __________________________<br />
<br />
<br />
<br />
<br />
<br />
Utensils and paper goods<br />
o<br />
Silverware, plates, napkins, paper towels,<br />
cups, serving utensils, trays/platters,<br />
tablecloths<br />
Food (and alternate food options)<br />
Cleanup materials<br />
Decorations<br />
Special items for event (costumes, props)<br />
WEEK PRIOR TO <strong>EVENT</strong><br />
Point Person __________________________<br />
<br />
<br />
<br />
<br />
<br />
<br />
Double check all approvals<br />
Confirm with guests/VIPS<br />
Schedule staffing and logistics for event<br />
Ramp up publicity efforts<br />
Create materials for event (posters, costumes, etc.)<br />
Notify media outlets (radio, newspaper, etc.)<br />
DAY OF <strong>EVENT</strong><br />
Point Person __________________________<br />
<br />
<br />
<br />
<br />
<br />
<br />
Arrive early to troubleshoot unexpected problems<br />
Pick up and see to the needs of guests/VIPS<br />
Set up space, set up technology, give instructions to<br />
reporters/volunteers/staff<br />
Designate cleanup staff, prepare cleanup materials<br />
Greet attendees<br />
HAVE A TON OF FUN<br />
AFTER <strong>EVENT</strong><br />
Point Person __________________________<br />
<br />
<br />
<br />
<br />
<br />
Return any borrowed equipment<br />
Send thank-you notes to VIPS, guests, and volunteers<br />
(especially ones who worked extra hard)<br />
Do a post-evaluation (attached)<br />
Reaffirm that paperwork was approved<br />
Compile all materials and store securely for future<br />
events
Budget Worksheet<br />
EXPENSES<br />
INCOME<br />
Cost of space & setup<br />
Tickets/Admissions<br />
Multimedia<br />
_________<br />
Co-sponsors (List all sponsors)<br />
_________<br />
_________<br />
Food<br />
_________<br />
_________<br />
Anticipated Grants<br />
Supplies<br />
Publicity<br />
_________<br />
_____________________________ __________ __________<br />
Name of grant $ Requested $ Awarded<br />
_____________________________ __________ __________<br />
Name of grant $ Requested $ Awarded<br />
Honorarium/Speaker Fees<br />
Travel/Lodging<br />
_________<br />
_________<br />
_____________________________ __________ __________<br />
Name of grant $ Requested $ Awarded<br />
Total Grant Funds __________<br />
Finance Board<br />
_________<br />
Licenses/Contracts<br />
_________<br />
Other Income<br />
OTHER<br />
_________<br />
_________<br />
_________<br />
TOTAL EXPENSES<br />
$_________<br />
TOTAL INCOME<br />
$_________
POST-<strong>EVENT</strong> EVALUATION<br />
1. Did we meet our goals/objectives with this event?<br />
2. Did we meet our budgetary goals?<br />
3. Did we have enough volunteers for the event?<br />
4. What could we have done differently to make the event better/more productive?<br />
5. Did we have enough advertising/PR for the event? How could we have made this better?<br />
6. Did we execute the program in a professional manner?<br />
7. Did we face any group conflict with this program? What was it? How was it resolved? What could<br />
we have done differently?<br />
8. Would we bring this vendor/performer in again? Was it worth it?<br />
9. Would we execute a similar program in the future? What changes would we make?<br />
10. How does this program allow us to grow as a group, officers, and leaders? Was it a good<br />
program?
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