Event Planning Checklist 4 printable pdf download

Event Planning Checklist

Date & Location

Select a date:

Identify venue – ease of parking or access to mass transits are big considerations

Confirm date avoids other regional events

Confirm venue availability

Design layout plan for venue / event site

Event

Set Clear Goals and Firm Deadlines; set a dollar amount towards something specific:

“$18,000 buys a new cistern.”

Decide type of event (talent show, athletic tourney, etc.) – we have ideas

Determine what is included in cost of registration (event t-shirt, dinner, etc)

Book entertainment and MC

Collect written confirmation from entertainment or MC

Submit deposit for services

Prepare scripts or run sheets for ceremonies

Organize awards/trophies/certificates & decorations

Sponsorship

Identify potential sponsors

Create sponsorship proposal (different levels?)

Deliver sponsorship packages and follow up within 1 week

Use sponsor testimonials and always acknowledge sponsors

Marketing & Promotion

Who wants to plan a big event & have nobody show up? Do not underestimate the

importance of publicity.

Develop Marketing / Communication Plan –Use pre-existing channels: newsletters,

email news, parish bulletins, annual meetings, etc. Ask local TV, radio and

newspapers to publicize your event.

Publicize event 6 weeks prior, 3 weeks prior, and 1-week prior

Design promotional material, basic text, graphics for:

1. Websites—including social media (twitter, facebook)

2. Emails & e-news

3. e-Invites / online registration

4. Flyers / posters

5. Local events calendars and websites

6. Call local press / submit press release

7. Ask supporters to help publicize– tell them to bring neighbors, friends, and

family. Ask them to email the original announcement to kindred spirits.

8. Ask local networks like the Lions Club, Rotary, and Kiwanis to promote you

We’ve made some templates, text & graphics you can use:

Event Planning Checklist 4