Neighbours Helping Neighbours
Community Forum
Event Planning Checklist
+Notes:

The timelines are guidelines only. As a general rule of thumb, the larger
your event, the further ahead you will need to begin planning
First Steps (12-16 weeks ahead):
Get necessary administrative approvals
Select a date, but before confirming it:
If you would like the VON Executive Director/Board Members to attend,
contact appropriate people
Check dates with calendars of other key participants – community partners,
MP or MPP’s if you would like them to attend, present or potential funders
Select, visit, and reserve a facility, consider accessibility and proximity to
public transit – consider if there is a need for assistance for visual or hearing
impaired persons
Avoid statutory holidays, summer vacations, the start of school, etc.
Plan and get approval of a budget from supervisor
Keep at least 2 copies of all planning information
Generate a list of goals you wish to accomplish with the forum
Record all important dates, names, telephone numbers, etc.
Draw up a preliminary guest list
Recruit committee or assistant to help with event – include caregivers and
community partners on the committee
Set and prepare agenda for initial meeting to begin planning process
Hold a planning meeting, identify content to be covered by panel and consider
sponsorship options, possible media partners, communications plan
Consider whether an electronic presentation is required
Make contact with panel members and:
Gather their biographical information
Request their photo in .jpg format for publicity and invitations (if necessary)
Adapted by VON Hamilton from University of Waterloo’s Event Planning Manual
Date developed: January 2009, for Review/revision: January 2012
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Neighbours Helping Neighbours
Community Forum
Event Planning Checklist
Ask for list of their special invitees including – family and colleagues
Develop invitations
Make and confirm parking arrangements before adding to invitation
Book equipment and services as appropriate – sound equipment, laptop and
projector if doing power points
Develop the Design Loom (see design loom template)
8-10 weeks ahead:
Begin planning publicity (e.g. newspaper ads, posters, etc.). Be sure all
publicity material contains the forum time, date, location, and a contact
number for more information.
Make Registration/RSVP arrangements and confirm before adding to invitation
(who will take calls/emails and develop a registration list)
Make accessibility parking arrangements for those requiring handicapped
parking
Submit event for listing in VON Newsletters and calendars of partners – i.e.
Regional Geriatric Program calendar, dementia networks, stroke networks
5-6 weeks ahead:
Finalize and get approval of guest list
Print invitations (if applicable) and share with partners
Address invitations and set mailing date (ideally 1 month ahead for hardcopy, 3 weeks
for electronic invitations)
Select and order recognition items
Order favours, souvenirs, printed folders, resource materials for displays and other
give-away items
Obtain, read and sign any contracts for facility rental
Decide will refreshments be provided? Bought and brought? Catered? Who is
responsible for the food and drink arrangements?
Determine and recruit volunteers such as cloakroom checkers, greeters, servers,
runners, traffic directors, and ushers
Adapted by VON Hamilton from University of Waterloo’s Event Planning Manual
Date developed: January 2009, for Review/revision: January 2012
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Neighbours Helping Neighbours
Community Forum
Event Planning Checklist
Inspect the facility, request repairs to hazards, and have eyesores
removed
Keep key participants informed of your plans
4 weeks ahead:
Mail invitations (hard copy: 1 month in advance; electronic: 3 weeks in
advance)
Complete Design Loom (see Design Loom Template) and send to key
participants for approval
Monitor publicity progress; revise and update (if necessary)
Coordinate with Media Relations as appropriate (if press release required) –
send to local papers, local community information services
Make signage arrangements including direction signage, sponsorship signage,
washroom signs, and photography notification signage
Finalize electronic presentations (if necessary)
Write and print program
Event organizer to prepare speaking notes for MC and brief bios of panel
members
2 weeks ahead:
RSVP self, guest speakers, hosts, special guests and volunteers
Confirm delivery times for special equipment, props, and service providers
Make final confirmation calls to all applicable names on contact list
Prepare a brief feedback form for audience members to write
comments/suggestions on and return before leaving the forum
Make up information packets to be distributed at the forum in addition to the
agenda
Request a Media Relations representative be present at event to greet media
– have someone assigned to take photographs
Adapted by VON Hamilton from University of Waterloo’s Event Planning Manual
Date developed: January 2009, for Review/revision: January 2012
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Neighbours Helping Neighbours
Community Forum
Event Planning Checklist
1 week ahead:
Make calls to guests who have not yet RSVP’d (if necessary)
Send detailed Design Loom (see Design Loom Template) and guest list to all
partners and key participants
Make catering guarantees or finalize who is picking up/preparing refreshments
Send seating plan to facility - confirm contact person with facility for event day
re: access to building, etc.
1 day ahead:
Check entrances and entrance paths to ensure clear, safe, unobstructed
access to facility
Prepare name tags (if necessary)
Confirm Media Relations attendance
Gather presentation items (e.g. gifts for panel members) and determine plan
for transporting to event location
Brief hosts, greeters, and volunteers of their responsibilities on and in
preparation for event day
Event day:
Have all clothing/accessories with you that you will need for the entire day in
case there is no opportunity to go home and change
Have all instructions, directions, phone numbers, keys, extra parking permits
for VIPs, seating charts, and guest lists with you
Check all facilities, washrooms and grounds and clean up (if necessary)
Assign one volunteer to be your assistant (to run errands, send messages,
make phone calls, put out information packets, etc.)
Set up facility; adjust lighting, audiovisual equipment, temperature controls,
arrange seating
Delivering and setting up refreshments
Adapted by VON Hamilton from University of Waterloo’s Event Planning Manual
Date developed: January 2009, for Review/revision: January 2012
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Neighbours Helping Neighbours
Community Forum
Event Planning Checklist
Post interior and exterior signage including direction signage, sponsorship
signage, washroom signs, and photography notification signage
Give MC and VIP’s briefing (max. 5 min.) including overview of scenario, key
guests and media in attendance
Have a volunteer maintain the attendance list, provide name tags and greet
guests, pick up the sign-in sheets and feedback forms
Record the forum
Relax and smile – Never let on that things may be less than perfect – chances
are no one but you will notice mistakes
Immediately following event:
Take down decorations; dismantle exhibits, banners, flags etc.
Secure any supplies and equipment being picked up the following day
Return supplies to source locations
Clean and lock meeting space when forum is over
Send thank you letters to sponsors, speakers, etc. (if applicable)
Evaluate the event. Be sure to meet with all those who helped plan the event
Adapted by VON Hamilton from University of Waterloo’s Event Planning Manual
Date developed: January 2009, for Review/revision: January 2012
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