EVENT PLANNING WORKSHEET & TIMELINE It is important to stay organized when planning an event or program. There are usually many details to remember and tasks to complete. Use the checklist below to help make your event extraordinary. Title of the Event: ______________________________________________________ Brief Description of Event: ______________________________________________ Date / Time of the Event: ________________________________________________ Proposed Location (Rain location if outdoors?): ______________________________ 1. Brainstorm & Choose an Idea (13 weeks prior) *Dates are mere suggestions, unless noted required* With your committee or by yourself, brainstorm a list of ideas you would like to provide to the community. Remember that there are no bad or outrageous ideas when brainstorming. Review your brainstorm list and discuss the feasibility of each idea. Then choose the program you want to work on as a committee or organization. ______________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ 2. Who is your target audience? (check all that apply) ____ Kids/Community ____ Women ____ Specific Club/Organization: ____________ ____ Other: ______________ 3. Purpose of Event: ____ Community Awareness ____ Service ____ Support ____ GFWC Signature Project ____ Fundraising (indicate beneficiary): ________________________________ 4. What are the goals of the program? A.______________________________________________________________ B.______________________________________________________________ C.______________________________________________________________ 5. Create a budget (13 weeks prior) Establishing a budget will assist you in using funds appropriately and will help determine if you need to seek additional funding. Use the list below to help determine all your expenses for the event. __________ Artist’s Fee __________ Decorations __________ Lodging ($ ? dollars per room/night) __________ Catering/food __________ Advertising __________ Security (if needed) __________ Transportation __________ Equipment Rental __________ Venue Rental __________ Contract/Rider Agreement (typically snacks and beverages for before/after the performance) 6. Next Steps Fill out an event proposal form and submit it to the Ways and Means chair. She will bring it to the board for approval.