Comprehensive Event Planning Checklist

Are you holding an event anytime soon? If so, you’ll want to keep a checklist handy in order to ensure that you don’t miss anything for the big day.

Here’s a general checklist (guideline) template that you can use and tweak to make sure you’ve got everything checked off for a successful event.

-Before the Event-

Budget

• Come up with a workable budget and keep tabs on your spending.

Location

• Choose a venue for your event;
• Make sure the location is available on the date you want;
• Consider how people will get to your event, especially if they’re coming from far;
• Consider access to transit and parking at your chosen location.

Government Regulations

• Contact your local government office to get permit approval (if applicable);
• Call your local Visitor Information Centre to make sure there are no other events scheduled on the same day and time as your event at your location.

Event Agenda

• Consider what you want to achieve with your event;
• Establish a timeline for your event;
• Book your entertainment or DJ if applicable.

Food Vendors

• Book food vendors and obtain written confirmation;
• Obtain electrical requirement details;
• Obtain Health Department Registration Certificate copy.

Sponsorship

• If applicable, establish a sponsorship proposal;
• Come up with a list of potential sponsors;
• Send out sponsorship packages and follow up with them within a few days;
• Acknowledge and thank your sponsors;
• Collect and use sponsor testimonials.

Marketing

• Establish a marketing strategy;
• Design and produce marketing material;
• Develop a website for your event;
• Distribute flyers, brochures, posters, and other promotional material throughout your community;
• Send information about your event to local websites and events calendars;
• Put out a press release.

Invitations and Participant Registration

• Create an online event registration form;
• Detail what’s included in the cost of registration;
• Send out an email announcement to previous event participants and provide a link to your current event online registration form.

Permits

• Apply for any food permits (if applicable);
• Apply for noise permits if using music;
• Get approval before putting up signs;
• Send in applications for road closures far ahead of time (if applicable).

Contractors

• Order any necessary audio-visual equipment;
• Book power generators, portable toilets, etc;
• Get confirmation from all contractors in writing;
• Ensure adequate insurance coverage for staff, public liability, etc.

Risk Management

• Assess risk for all stakeholders;
• Book first aid attendants;
• Develop a risk management plan;
• Come up with a back-up plan based on low-attendance, weather, etc.

Security Plan

• Book security or police officers;
• Notify emergency services;
• Book two-way radios;
• Plan for adequate crowd control and cash security.

Waste Management

• Establish a plan for waste management.

Traffic Management

• Establish a strategy to manage traffic, such as signage, pedestrian access, disabled parking, entry and exit points, lighting, road closures, etc.

Miscellaneous

• Organize staff and volunteers;
• Prepare scripts for ceremonies;
• Organize trophies, awards, certificates, etc.

Day of the Event

• Communicate full briefing with all staff and volunteers;
• Organize registration and entertainer areas;
• Distribute contact information to all staff and volunteers;
• Go over protocol in case of emergency.

-After the Event-

• Eliminate all equipment and trash;
• Send out thank you letters to staff, volunteers, sponsors, and performers;
• Debrief with stakeholders;
• Balance the budget.