6 Months Event Planning Checklist Page 3
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3THE DAY BEFORE THE EVENT
Double check to make sure that all materials arrived at the venue.
Confirm media coverage.
Pack an “emergency kit” with any miscellaneous materials you may need.
Consider including tape, scissors, stapler, pens, pencils, paper, camera, phone numbers of
speakers and staff, name tags, first aid kit, cell phone, etc.
THE DAY OF THE EVENT
Arrive early to set up or verify that the location is set up correctly. Are audiovisual materials
available as requested?
Check all microphones, projectors, audio equipment and computer connections.
Conduct a final run-through on site with all volunteers.
Check the registration area. Make sure name tags, organization and BGC Day for Kids
promotional materials are plentiful. Plan to have staff members at the registration table
throughout your event.
ONE–TWO HOURS BEFORE THE EVENT
Make sure staff are in correct locations and that all areas are covered.
Allow time for run-throughs if requested by your speakers or needed by entertainers.
Post signs directing people towards parking and the event.
FOLLOW UP AFTER THE EVENT
Send thank-you letters to all of your BGC Day for Kids supporters including sponsors, VIPs,
media, speakers, nonprofit organizations, volunteers and vendors (they may be potential
sponsors for future events) who helped to plan, organize and/or staff your event.
Hold debriefing with event planners to record what went well and what you would like to
change for future events.
Contact organizations that attended the event to discuss potential future collaborations.
Go to and complete the BGC Day for Kids evaluation through the Event
Tracking System. Deadline for evaluations is Oct. 1, 2009.
Remember: All materials and the Event Tracking System are available at
in the Event
Planner area of the site. Questions? Contact us at or 404-487-5700.
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