Event Planning Template
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(Clubs need to add/delete as needed)
Event Planning Template
Decisions About the Event
Event Details
Name of event – what
Date of event
Time of event
Location of event
Venue bookings required?
Event coordinator/contact person or people on board
Target audience – who does the event target
Who is this promotion targeted at?
Objectives – why
What are we hoping to achieve e.g. new members? New
sponsors?
Description of event – what type of event e.g. Come
and Try Day
Risk assessment – what could go wrong?
e.g. bad weather
What would we do if?
Need to plan for this also
Checklist
Type of event and purpose determined
Date/s of event determined
Location/venue for event booked
Target group determined
Coordinator and volunteer help recruited
Promotional methods determined
Risks and contingency plans considered
Financial and human resource feasibility
established
Licenses required – liquor, raffles
Person
Date to be
Event planning – specific tasks
responsible
Action
completed
Budget
Basic income and expense budget drawn up
Sponsorship required?
Sponsors
Proposal developed outlining sponsor benefits
Sponsors approached
Sponsors secured
Sponsor $ or in kind received
Person appointed to look after sponsors
Sponsors thanked – personal / letter
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Parent category: Life