Each event is different and has its own planning requirements. This basic checklist is designed to assist your group plan a successful event. Please add in your event specifics to ensure everything is covered. EVENT NAME: DATE: TIME: LOCATION: EVENT PURPOSE: PRE-EVENT 1. Brainstorming □ Will the event meet its purpose? □ Do we have enough volunteers with the right skills to make it work? □ What is the event budget? Who will prepare the budget and monitor spending? □ How many guests will attend? Who is on the guest list? □ What are the location requirements (room size, catering, decorations, AV needs)? □ Which venue meets those needs? Is it available on event date? Are transport or parking issues that need address? □ Are there any legal obligations (licences/permits, security, insurances, notifying local government or other authorities)? □ Are there any fundraising activities required at the event? Who will be responsible for planning and running these activities? 2. Bookings □ Develop event timeline □ Book venue and pay deposit if required □ Arrange catering and pay deposit if required □ Book entertainment/MC if needed □ Collect written confirmation from entertainment or MC □ Pay deposit for entertainment or MC 3. Sponsorship □ Identify potential sponsors □ Develop a sponsorship proposal, taking care to ensure sponsors are well recognised for their sponsorship dollar (displaying logo on event programs or advertising, mention on the night etc) □ Deliver sponsorship proposal to potential sponsors and follow up within one week 4. Promotion □ Develop promotional planning, determining how event will be promoted, timeframes, budgets and responsibilities □ Design promotional material, including invitations, posters and advertisements □ Build a website and/or social media page. Consider developing an online event registration form with secure payment gateway. There are companies that specialise in providing this service, which makes this a simple process □ Distribute invitations/flyers/posters/emails to your community □ Submit event information to local calendars □ Submit a press release to local paper, radio and TV stations for promotion 5. Risk management □ Conduct a risk assessment involving all key stakeholders □ Develop a risk management plan if required □ Book first aid officers and security officers - Confirm all bookings in writing. □ Obtain relevant insurances □ Develop contingency plans – wet weather, low attendance WEEK PRIOR □ Call venue and ensure all details secured □ Call entertainment and/or MC and ensure all arrangements secured □ Call caterers and ensure all details secured, including confirmation of attendees □ Call or email any major sponsors to let them know about planning and let them know you’re looking forward to them joining you at the event. □ Meet with group volunteers and run through events on the day. Develop a ‘running sheet’ and ensure all volunteers know their roles on the day, including when they are rostered to be there. □ If possible, complete as many tasks as possible (venue set up, decorations etc) before event day ON THE DAY □ Arrive early □ Gather volunteers for a full briefing, including review of emergency procedures and contingency plan (if required) □ Circulate contact list with mobile numbers of all volunteers □ Complete event set up and have a final briefing with entertainment and/or MC □ Greet guests and handle payments if required □ Have fun knowing all your hard work is about to pay off! AFTER THE EVENT □ Clean up, if your venue requires it □ Send thank you notes to all volunteers and sponsors, as well as entertainer and MC. You may wish to consider a thank you presentation for volunteers and sponsors. □ Do a post-event evaluation and provide to all stakeholders □ Finalise budget and pay any outstanding bills □ Ensure event profits banked to CSU