Event Planning Checklist printable pdf download

EVENT P LANNING C HECKLIST

The f ollowing c hecklist i s b ased o n a s ix-‐week t imeframe. T ake m ore t ime f or p lanning i f

you h ave i t, o r c ondense t he t imeline i f y ou h ave l ess t han s ix w eeks. J ust b e s ure t o

check a ll t he i tems!

6 W eeks O ut

• Identify p otential p lanning c ommittee m embers a nd h old y our f irst m eeting.

• Compile a l ist o f p ossible p artners, i ncluding c ommunity g roups, n on-‐profits,

businesses, l ocal l eaders, r eligious e ntities, h ealth o rganizations a nd n ews

outlets. P artners a re o ften h elpful i n p roviding f unding, a l ocation, a nd/or i n-‐kind

contributions, a nd c an p lay a n i mportant r ole i n h elping p ublicize t he e vent.

• Begin r esearching e vent l ocations. V isit e ach l ocation a nd m eet w ith l ocation

representatives t o d iscuss c ore e vent c omponents. B e s ure t o a sk y our p artners i f

they h ave a ny s uggestions, a nd c heck o ut w here p ast c ommunity e vents h ave

been h eld.

• Decide o n a s pokesperson f rom y our p lanning c ommittee t o c ommunicate w ith

news o utlets. I t i s l ess c omplicated t he m edia i f t hey c an b uild a r elationship w ith

one p erson o n y our c ommittee. O nce t he s pokesperson i s i dentified m ake s ure

he o r s he i s t rained o n t he e vent a nd i ssue a nd k nows h ow t o a nswer f requently

asked q uestions c orrectly.

• Identify s peakers f or y our e vent ( if s peeches w ill b e g iven). S peakers m ight

include c ommunity l eaders, h ealth e xperts, a nd d octors o r p atients w ho c an

speak a bout t he d isease. O ne o r m ore m embers o f y our p lanning c ommittee

might a lso d eliver r emarks a t t he e vent, e ither a s a m aster o f c eremonies o r a s a

speaker.

• Create a c ontact l ist ( or l ists!) t o s tay i n t ouch w ith c ommittee m embers,

partners a nd o ther s upporters.

Event Planning Checklist