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-
- Come up with a workable budget and keep tabs on your spending.
- 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.
- 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.
- Consider what you want to achieve with your event;
- Establish a timeline for your event;
- Book your entertainment or DJ if applicable.
- Book food vendors and obtain written confirmation;
- Obtain electrical requirement details;
- Obtain Health Department Registration Certificate copy.
- 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.
- 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.
- 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).
- 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.
- 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.
- Book security or police officers;
- Notify emergency services;
- Book two-way radios;
- Plan for adequate crowd control and cash security.
- Establish a plan for waste management.
- Establish a strategy to manage traffic, such as signage, pedestrian access, disabled parking, entry and exit points, lighting, road closures, etc.
- 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.