Event Checklist Summary

Encouraging everyone involved in the planning and conduct of an event is key to its success!

1.     REVIEW EVENT BASICS

     ~ How Does It Fit Within Your Overall Goals?
     ~ Beyond Potential Revenue, What is Its Value?
     ~ Can You Afford the Expenses Involved?
     ~ Who Will Be Attracted?  Who Will Attend?
     ~ What Facilities are Appropriate & Available?
     ~ Do You Have Appropriate Insurance Coverage?
     ~ Do You Have Adequate Personnel?

2.     SET DATE, TITLE, THEME & TEAM

     ~ Check Local Event Calendars to Avoid Conflict
     ~ Explore Inter-Organizational Projects
     ~ Invigorate Group Synergy
     ~ Encourage Full Group Participation
     ~ Invite Celebrity Involvement

3.     DESIGN ADMINISTRATIVE MATERIALS

     ~ Vendor Contracts & Support Forms
     ~ Volunteer Committee Forms
     ~ Attendee Info Request Forms

4.     DESIGN  PROMOTIONAL MATERIALS

     ~ Media Releases
     ~ Fliers, Posters, Signage
     ~ Internal Event Calendar

 5.     PROMOTE SUBSEQUENT EVENTS

     ~ Utilize each public contact to promote upcoming events (a dinner or concert?)

 6.     RESEARCH MEDIA; DEADLINES

     ~ Evaluate Newsworthiness
     ~ Verify Deadlines & PSA Requirements
     ~ Generate Media Releases as Appropriate

 7.     GENERATE INTERNAL PROMOTION

     ~ Energize Individual Promotion
     ~ Contact area businesses to display posters

 8.     SOLICIT VENDORS

     ~ Verify Average Format & Cost in Your Area
     ~ Offer Members/Supporters Discount
     ~ Provide Vendors with Promo Materials

 9.     STRATEGIZE EQUIPMENT NEEDS

     ~ Tables, Linens
     ~ Electricity, Sound System, etc.
     ~ Determine Provisions for Vendors 

 10.    DESIGN EVENT LAYOUT

     ~ Diagram Table/Display Layout (numbered)
     ~ Designate Promo Material Distribution Point
     ~ Place Convenient Check-In Table for Vendors
     ~ Set Receiving Point for Last-Minute Donations

 11.     CONDUCT POST-EVENT SURVEY

     ~ Attendees, Vendors, Volunteers

 12.    EXPRESS GRATITUDE

     ~ Personally Call Key Volunteers
     ~ Mail Personalized Thank You Notes
              (Donors,  Special Participants, Media)
    ~ Mail General Thank You Cards
     (Volunteer Corps, Vendors)
     ~ Generate Internal Recognition
              (For especially noteworthy or unexpected participation)