Event Checklist (Page 2 of 2) in pdf

Event Checklist Page 2

Event Checklist

1 Week Before

_____ Review RSVPs and have hosts do invitation follow-up calls

_____ Confirm with caterer or menu planner

_____ Collect or purchase food, supplies, auction items

_____ Assign staff/volunteers to welcome and check in guests (as needed)

3 Days Before

_____ Make reminder calls to everyone who plans to attend

_____ Prepare and distribute event schedule

_____ Prepare nametags and other event materials

Day of Your Event

_____ Ask staff/volunteers to arrive 1-2 hours before event

_____ Prepare beverages and food (in coordination with caterer, as needed)

_____ Set up sign-in table with nametags, sign-in sheets, etc.

_____ Set out “take away” materials

_____ Arrange space needed for program presentation and guest seating

_____ Greet guests, take their coats, help them sign in or get nametags

The Presentation

_____ Gather guests and share your reasons for hosting the event

_____ Introduce key speakers

_____ Invite guests to ask questions, stay and mingle, as time allows

After the Event

____

After guests leave, debrief event with presenters/staff (if possible)

_____ Collect all remaining materials

_____ Within one week, send personal email to those who sent “regrets” of any kind

_____ Within one week, send personal thank you notes or emails to all guests

______Within two weeks send tax-deductible donation thank-you letter

_____ Convene coordinating committee for final debriefing – by phone or in-person –

and finalize notes for future events

July, 2015

Event Checklist Page 2