16 Weeks Event Planning Checklist printable pdf download

16 Weeks Event Planning Checklist

Event Planning Checklist

Use this event planning checklist as a guide for planning and promoting special events.

16 Weeks Before the Event

Appoint an event coordinator.

Set the date, time and place of the event.

Establish event budget and identify potential partners/sponsors the event.

15 Weeks Before the Event

Compile invitation list. Include customers, prospects, and other businesses in the community.

Consider inviting members of your local chambers of commerce, economic development

council, city council, and colleges & universities.

Outline your promotional efforts. Begin planning the schedule for your website, email

marketing and social media campaigns.

12 Weeks Before the Event

Call potential partners and sponsors of event to assure pledges of sponsorship and determine

the roles everyone will play. Send follow-up letters detailing the event and what the partner has

agreed to provide.

Contact caterer to order food and beverages for event.

8 Weeks Before the Event

Place listings and/or advertisements in local newspapers and community calendars. Also

consider placing ads for event in local broadcast media.

Create invitations that include an RSVP that is due at least one week in advance of the event.

Allow time for follow-up calls to the non-responders.

Order event display materials, if necessary.

16 Weeks Event Planning Checklist