6 Months Event Planning Checklist Page 2
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Mail invitations to other organizations and area businesses. Ask them to include information
on your event in their monthly communications to increase awareness and turnout.
Finalize your event budget.
Order necessary promotional materials. No need to reinvent the wheel!
Go to and click on Event Planning Materials to download or order
materials.
Draft the flow of the event, including times, program participants, etc. Be sure to gather
biographical information on all speakers.
Follow up with potential sponsors to seek commitments. If you have secured other
sponsorships, reference them.
Other potential sponsors want to know who’s already involved. Reference the mayor’s or
other local officials’ commitment to the day.
Determine booth information, such as promotional materials for youth organizations,
membership recruitment, etc.
Go to to order T-shirts and other premium items, or order them from a
local vendor.
SIX WEEKS IN ADVANCE
Hold regular planning meetings with your committee.
Send out formal invitations to elected officials and other VIPs. Advise them of the role you
would like them to play at the event (if any).
Follow up to confirm receipt of invitation and attendance.
Compile a list of media outlets that may be interested in covering your event and contact
them.
Complete the event registration form in the Event Planner area of by
Thursday, Aug. 13, 2009.
THREE-FOUR WEEKS IN ADVANCE
Hold regular planning meetings with your committee.
Contact attendees with speaking/performing roles. Confirm their attendance and send them an
agenda, suggested talking points (if appropriate) for their presentation, directions and parking
information. Confirm any needed A/V needs.
Remind media of your event and encourage their participation.
Make a list of materials to be taken to the event and begin packing them.
Plan to bring a cooler full of cold water and sodas for VIPs.
Follow up with sponsors and ask them to send funding or confirm in-kind donations.
Establish set-up/delivery dates and times as appropriate.
Make staff assignments (including registration, audiovisual coordinator and VIP greeters).
Hold a meeting to review roles and responsibilities and do a run-through of the event. Be sure
young people are fully involved and empowered!
ONE WEEK IN ADVANCE
Hold a final planning meeting. Review individual and group roles and responsibilities, and
the flow of the event.
Finalize the event agenda and have it printed. Send it to all local officials, speakers and VIPs
attending the event with a cover letter verifying their role, arrival time and parking details.
Touch base with speakers and VIPs before the event.
Verify details (such as A/V needs) with your contact at the event location.
Follow up with local media outlets to encourage attendance and coverage.
Assemble materials for distribution to participants; send materials to venue.
Print name tags, if applicable.
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