Event Planning Checklist
Whether this is your first event, or you are an experienced event-planner, you might
need some ideas to get you started. Here is a step-by-step guide, starting at six weeks
prior to the event, to take you through the necessary steps to help you make your event
a success.
6 Weeks Before

Identify planning committee members and hold your first meeting.

Compile a list of potential partners who have aligned interests and can help support your
effort. These may include community groups, non-profits, businesses, local leaders,
religious entities, health organizations, and news outlets. Partners are often helpful in
providing funding, a location, and/or in‐ kind contributions, and can play an important
role in helping publicize the event.

Decide on the format of your event. Is it a closed event or open to the public? Is it a
panel of speakers or a variety of performances? This will be important information when
planning the type of venue you will need and when you are beginning to compile your
invitation list. If you are inviting speakers, you should do this at least six weeks in
advance.

Begin researching event locations. Visit potential locations and speak to representatives
about event options. Be sure to consider distance to the location and how many people
you will need to accommodate at your event. Determine any audio and/or visual needs
(computer hook-up, internet, speakers) that you may have. Also, be sure to discuss
potential costs of the venue since some options may incur additional costs (seating, setup and breakdown, cleaning, audio/visual, refreshments, etc.). Also, if some of the
locations are outdoors, be sure to consider alternate options in case of inclement
weather.

Decide on a spokesperson for your effort who can talk to media. It is easier if there is
one contact person for the media to speak with, and it helps if they have existing
relationships. Make sure that this person has all the appropriate information for
answering frequently asked questions about your effort. Identifying the spokesperson
well in advance also helps with early media outreach and planning.

Create a contact list to stay in touch with partners and other interested parties. While you
may be inviting your entire community to the event, create a list of key people in the
community to whom you would like to extend a special invitation to ensure their
attendance.
5 Weeks Before

Develop a schedule for regular meetings or conference calls. It is important to keep all
partners and contacts updated on planning, next steps, and roles and responsibilities.

Decide on a date, place, and time for your event, as well as the theme. Locking down
these details and communicating them to partners will help keep you on track and help
you keep people engaged in the process.

Establish subcommittees to manage portions of the planning:

o
Site logistics: Supervise the set-up and clean-up, equipment rental, volunteer
management, and floor plan.
o
Partner/fundraising outreach: Solicit help from other groups and organizations, as
well as individuals.
o
Media: Pitch to the press, create media lists, write media materials, and provide
media training for spokespersons.
o
Crowd-building and promotions: Advertise the event to the community, local
organizations, businesses, and the media to increase attendance and recruit
volunteers for the day of the event.
Draft an event budget that reflects estimated costs, including equipment rentals (tables,
chairs, staging, microphones, speakers, etc.) food/drink, and venue rental. Based on
budget, discuss fundraising needs, and tactics.
4 Weeks Before

Alert interested groups. Tell them about the importance of World Health Worker Week
and the event itself. Ask if they are interested in getting involved or helping.

Invite speakers, notable attendees, performers, artists, or any people that feature
prominently in your event.

Begin designing event materials, including banners, signs, and handouts.

Send a calendar listing to relevant newspapers, radio stations, TV news shows, and
websites that list community events.

Begin sending regular updates to all interested participants. Provide weekly updates (or
even more frequent emails) to generate interest and enthusiasm.
3 Weeks Before

Continue outreach to partner organizations, volunteers, the media, and speakers.

Promote the event to community groups and other contacts through emails, fliers,
posters, and announcements.

Recruit volunteers to help with planning ahead of time, set-up before the event, and
break-down after the event.

Begin to develop press materials, including why the event is important and why local
organizations are getting involved.
2 Weeks Before

Send official confirmation information and logistics to all participants (partner
organizations, volunteers, the media, and speakers) with suggested arrival time, set-up
instructions, and contact information. Keep in mind that speakers and volunteers should
have an earlier arrival time than the media and guests to ensure the event can start on
time.

Reach out to volunteers to thank them and confirm their assignments and arrival times.
Assign specific duties before, during, and after the event for working group members
and volunteers. Tasks may include:
o
Setting up/tearing down
o
Coordinating volunteers
o
Monitoring parking/security
o
Checking in and assisting participants
o
Checking in attendees
o
Staffing an information booth
o
Collecting follow-up care information
o
Photographing the event and participants

Continue to “crowd build” and ask every partner organization to do the same. A good
way to do this is to share a template invitation that partners can easily send to their
members.

Conduct a final walk-through of the site with the venue representative. Confirm event
set-up, rental needs, and timing — particularly when you’ll be able to access the space,
and when you’ll need to vacate it.

Finalize and print materials for media and attendees.

Create a "day of event" checklist with a detailed timeline.

Create a sign‐ in sheet to record the names, organizations, and contact information of
attendees for the event.

Secure a camera or hire a photographer to document the event.
Four Days Prior to Event

Continue outreach to media and offer pre-event media interviews with speakers.
Consider assigning planning committee members to do interviews with radio stations.

Send committee members and volunteers into the community to promote the event and
encourage attendance.

Schedule in-person or phone briefings with any speakers to ensure they are ready for
the event.

Ensure that each volunteer is confirmed and trained for their position. If necessary, hold
a volunteer orientation one evening to go over the logistics of the event and their role.
Day Before Event

Place reminder calls to all media contacts.

Host final planning committee meeting to run through last-minute details.

Be sure to provide cell phone numbers to speakers, partners, and other key attendees if
they should have difficulty finding the event the next day.
Morning of Event

Check in with media contacts to confirm attendance.

Meet with volunteers to make final assignments and answer any questions or concerns
they may have.

Set up equipment, directional signs, and have staff on hand to greet speakers, the
media, partners, and other key attendees.

Place sign-in sheets near the entrance. Have volunteers staff the table to ensure all
attendees sign in.

Distribute materials to attendees by handing them out or placing them on chairs.

Gather all speakers together before the event to answer questions and introduce
participants.

Take photos!
After the Event

Send thank-you notes to everyone who attended, participated, or supported the event.
You may want to include a one-page summary on the success of the event, including
key highlights. This might be helpful if you plan to share your information with the media
or next year’s event planners.

Watch the news coverage and keep a record with clippings and print outs.

Keep contact information on hand for future events.