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Good planning is essential to an event's
success. This comprehensive checklist can be adapted to any type of event - a
crime prevention fair, a Neighborhood Watch meeting, or a bicycle rodeo. How far
in advance you need to start working depends on the project's complexity. Even
though committees will do most of the work, there should be a chairperson who
will oversee the entire process. Don't forget that local businesses can donate a
majority of the items you will need. Use these planning weeks as approximate
guidelines. The sooner you start the better.
Good luck!
16 to 20 Weeks Ahead
 | Decide who is going to oversee (chair) the event.
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| Recruit volunteers. |
| Bring everyone together and decide the following:
 | What do you want to happen at your event?
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| When do you want to have your event? Are there any
other events that will conflict? Do you have a rain date? |
| Where are you going to hold your event? Consider
seating, parking, accessibility for people with disabilities, and
transportation. |
| How much money do you need? How can you get things
donated? |
| Whom do you want to attend? How many people can you
accommodate? |
| How long is your event going to last? |
| Are you going to need any permits? |
| Who is going to be on what committee? Committees
usually include such groups as Awards and Prizes, Entertainment and
Publicity, Exhibits and Information, Food and Decorations, and Invitations
and Hospitality. Establish membership and appoint chairs with the time,
energy, and commitment to do the work. |
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12 to 16 Weeks Ahead
| The Exhibitors and Information Committee should send
out letters of invitation to groups they would like to have as exhibitors.
Include the purpose, date, time, place, how it's going to benefit the
exhibitors, and sign-up requirements. |
8 to 12 Weeks Ahead
Chairperson's Checklist
Recruit an honorary chair to help publicize and draw people to your event. Local
politicians, celebrities or TV and radio station personalities are good choices.
Meet with committee heads regularly, offer help when needed, and monitor
progress with tasks. Identify potential partners and local celebrities with help
from the honorary chair.
Invitations & Hospitality Committee
Checklist
Decide whether you are going to use fliers, signs, or other notices; work with
the Publicity Committee. Post fliers 4 to 6 weeks before the event. Invite local
celebrities. Estimate how many people will be attending and tell the Food
Committee. Ensure you have adequate parking, handicapped access, restrooms, and
a secure place for coats (don't forget hangers). Have on hand a first aid kit,
fire extinguisher, a cellular phone (or access to a phone), and emergency phone
numbers. Make name tags and site maps for all workers and exhibitors. Let the
Decorations Committee know how many tables are needed for registration. Recruit
volunteer greeters and runners for last-minute needs. Designate greeters to
accompany celebrity guests.
Awards & Prizes Committee Checklist
Decide criteria for awards and recruit judges. Arrange for the Honorary Co-Chair
or other community leader to present the awards.
Entertainment & Publicity Committee
Checklist
| Plan activities and entertainment. Arrange for stage,
sound, and audio visual equipment as required. |
| Reproduce educational "take one" brochures and
bookmarks. |
| Develop a media contacts list. Call radio and
television stations and newspapers to introduce yourself and the event.
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| Prepare a press release to send out one week before the
event. Put together an information kit for the media that includes a press
release, fliers, bookmarks and brochures, list of sponsors and participating
celebrities. |
| Recruit a volunteer photographer to take pictures at
event. |
| Be available on the day of the event to meet and greet
press representatives and answer questions. |
Exhibits & Information Committee Checklist
| Follow up on invitations to exhibitors and verify who
will come. Send confirmation letters. |
| Estimate the total number of exhibitors and determine
space/table requirements. Be sure to include a display for "take one"
brochures and product give-away's! Let the Decorations Committee know how many
tables and chairs you will need and work with them on a layout. |
| Recruit volunteers to help exhibitors set up, load, and
unload materials. |
Food & Decorations Committee Checklist
| Decide what decorations you will have and where they
go. |
| Map where exhibits, food, entertainment, registration,
etc. will be set up. Pay attention to the location of electrical outlets.
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| Make promotional signs, directional signs, and posters.
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| Decide if you are going to serve refreshments. If you
don't want to provide refreshments, you could invite local restaurants to sell
food. |
| Arrange for all required tables, chairs, napkins, cups,
plates, and utensils for food, hospitality, exhibitors, and awards.
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| Recruit volunteers for pre-event set-up and post-event
clean-up. |
1 Week Ahead
| Send press release out to radio, television, and print
media. Call key press contacts to confirm coverage. |
| Purchase non-perishable food and utensils, etc.
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| Confirm all deliveries and pick ups. |
1 Day Ahead
| Pick up orders and arrange deliveries as appropriate.
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| Test audio visual and sound equipment. |
| Set up tables and decorate if possible. |
| Purchase all perishable food items and/or ensure that
all food is prepared. |
| Do a final review to make sure all checklist items are
completed. |
The Big Day!
| Install or complete decorations. |
| Set up tables, stage, and audio-visual equipment.
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| Ensure that first aid kit, fire extinguishers, phone,
and emergency phone numbers are readily accessible, but out of the way.
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| Ensure that volunteer greeters, helpers, and runners
are on site, briefed, and ready to go. |
| Assemble all materials for activities. |
| Relax and have a great event! |
| Don't forget to thank all donors, workers, partners,
and celebrities at the event. |
After the Event
| Clean-up after and return all borrowed equipment and
supplies. |
| Send thank-you notes to all who worked so hard to make
it a success. |
| Make notes for next year's event. Jot down suggestions
of things to do differently and things that went well. |
| Meet with your committee chairpersons for a post-event
evaluation. |
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