Event Checklist printable pdf download

Event Checklist

4-6 Months Before

____

Select the date for event; check community calendar for competing events

_____ Identify volunteer coordinating committee – this committee should meet once per

month until 6 weeks before the event and then at least every other week

_____ Choose type of event and location

_____ Begin to divide up task areas among volunteers

_____ Brainstorm names for event hosts

3-4 Months Before

_____ Create a master invitation list

_____ Send out save the date notice to master invite list

_____ Plan the budget and the fundraising goal

_____ Talk to each event host; obtain their commitment to be a host

_____ Write up “job description” for hosts

_____ Determine form of publicity (invitation by print/email; facebook, website, media)

_____ Determine who will create and send the invitation

_____ Identify event needs in terms of supplies (food, drink, auction items, party

supplies, music etc)

_____ Identify potential donors of event supplies and assign solicitors

2-3 Months Before

_____ Convene meeting of hosts and train them

_____ Have hosts send in their personal guest lists into central location for coordination

_____ Publicity sub-committee activates all publicity vehicles

_____ Solicitation sub-committee completes all supply and entertainment solicitations

6 Weeks Before

_____ Reminder calls/emails to all hosts; convene in-person or phone call meeting of all

hosts

_____ Send printed invitations

_____ Begin tracking RSVPs

_____ Determine who will do invitation follow-up calls

3-4 Weeks Before

_____ Finalize event logistics – location

_____ Confirm all supplies and entertainment

_____ Prepare auction material if necessary

_____ Customize program agenda

_____ Determine “take away” materials

July, 2015

Event Checklist