8/9/2019 Event Plan Checklist(1)

http://slidepdf.com/reader/full/event-plan-checklist1 1/13

Event Plan Checklist: INSERT EVENT NAME HERE]

Note: This list is intended as a guideline. Space has been provided for additional items that pertain to your specific event

Goal and Objectives:

Date: Time: Location:

Theme:

Timeline:

Weather date:

Weather back-up:

Cost Estimate Final Cost Responsibility Start Date End Date Completed

Guests:

Guest list

A list B List

Database

Invitation Number 

Invited

Expected

RSVP

RSVP personnel

Copy

Approval

Printing

Postage

Addressing

Mailing

Website invitation

8/9/2019 Event Plan Checklist(1)

http://slidepdf.com/reader/full/event-plan-checklist1 2/13

Catering

Menu

Special Menu/Diets (religious, v-gan, etc)

Beverage

Wait staff Bartenders: (number)

Tableware

Barware

Breaks

Time

Menu

Bar/beverage service

Bareware

Tableware

Service area/s setupSeating area/s setup

Tables

Chairs

Linens

Seating charts

Seating host/hostess

Placecards

Licenses

Minors

Misc.

8/9/2019 Event Plan Checklist(1)

http://slidepdf.com/reader/full/event-plan-checklist1 3/13

Communication

Cellphones/radios

Message center 

Gophers/runners

Assignments

Facility

Date/time reservation

Contact

Initial walk through

Capacity

Room

Break out rooms

Guest rooms

Coatcheck 

Personnel

Room/s set- up

Time

Room arrangement

Floral

Decorations

Signage

Public /address/sound system/operators/acoustics

AV equipment/rental

Podium

8/9/2019 Event Plan Checklist(1)

http://slidepdf.com/reader/full/event-plan-checklist1 4/13

Lighting systems/operators

Stage

Risers

Signage areas/restrictions

Décor areas/restrictions

Display areas/easelsVentilation

Electrical needs

Handicap access

Restrooms

Cleaning/Maintenance

Pre-event

Event day/s

Post event

Trash receptacles/locations

Internet/web access

Copy machine/printer/fax

Final walk -through

Parking

Valet (number)

  Attendant (number)

Location

Signage (type & Number)

Police/fire

8/9/2019 Event Plan Checklist(1)

http://slidepdf.com/reader/full/event-plan-checklist1 5/13

Misc.

Decoration/Materials Number 

Banners

Buttons

Logo

Pins

Posters

Stationery

Thank you notes

T-shirts

Theme décor 

Directional signage

Event Signage

Sponsor signage

Carpeting/runners

Floral

Other decor 

Entertainment

Security 

8/9/2019 Event Plan Checklist(1)

http://slidepdf.com/reader/full/event-plan-checklist1 6/13

Agenda/timetable

Awards

Approvals

Emcee/guest introduction

Speaker/talent

ContractSpecial requests

Transportation

Accommodation

Escort

Water/glass/pitcher 

Pads/pencils

Stage/risers/modesty screen

Music

Sound/public address system/media mic setup

Lights

Set/decorative lighting

Approval

Spot Lights

Insurance

Event

Volunteers

Permits

City

Liquor 

8/9/2019 Event Plan Checklist(1)

http://slidepdf.com/reader/full/event-plan-checklist1 7/13

Food

Location

Publicity

Media coordinator 

Advertising

 News releases/announcements

Hometown news releases

Timetable

Media invitation

Photography/Video

Photographer selection

Shot list

Color/bw/video

Key participants/subjects

Photo coordinator 

Media requirements

Photo opportunity

Website release

Website information

Press room set-up/equipment

Microphone set-up

Press kits

Pre and post coverageEvent day coverage

Live shots

Talk shows

8/9/2019 Event Plan Checklist(1)

http://slidepdf.com/reader/full/event-plan-checklist1 8/13

Press credentials

Interviews

Acknowledgement

Advance publicity

AdvertisementsMedia promotions

Media talent participation

Promotion

Promotion coordinator 

Celebrity participation

Contests

Prizes

Program

Welcome

AgendaAnnouncements

Conclusion

Graphics

Special media requests 

8/9/2019 Event Plan Checklist(1)

http://slidepdf.com/reader/full/event-plan-checklist1 9/13

Approval

Printing /distribution of program/handouts/speeches

Internet distribution

Greeters/ushers

Registration

Set up

Forms

Badges

Maps/directions

Goodie bags

Staff 

Cash box/change

Security

Guards

Emergency

First/aidFire marshal

Safe 

8/9/2019 Event Plan Checklist(1)

http://slidepdf.com/reader/full/event-plan-checklist1 10/13

Tickets

Bank account

Cash/change

Credit card equipmentPrinting

Outlets

Coupons

Personnel

Safe

Cash transport

Transportation

Valet

On-site

Airport pick-up

Special needs

Vouchers

VolunteersCoordinator 

Check-in

Check-out

8/9/2019 Event Plan Checklist(1)

http://slidepdf.com/reader/full/event-plan-checklist1 11/13

Thank you

Evaluation

Sponsors

Sponsor coordinator 

Pre-sale coordinator 

Solicitation letters/invitation

Contracts/packages/levels

Sponsor solicitation brochure

Information videos

Response forms

Transportation

Accommodation

Parking

Seating

Acknowledgement/Signage

Escort

Goodie bags

In-room gifts

Photographs

Post event re-cap/thank you 

8/9/2019 Event Plan Checklist(1)

http://slidepdf.com/reader/full/event-plan-checklist1 12/13

BUDGET TOTALS $ $

Event Bag

Scissors

Masking tape

Duct tape

Scotch tape

Magic markersScrewdriver

Nails

Hammer

Paper clips

Batteries

Stapler

Pens

Sticky notes

Band aids

Extension cords

 Note: Event coordinators do not forget to take your event bag with you to every event. It should contain your emergency supplies – use the following as a guideline:

8/9/2019 Event Plan Checklist(1)

http://slidepdf.com/reader/full/event-plan-checklist1 13/13

Event Recap /critique

Budget Evaluation

Revenue

Expense

Financial management

Return on investment

Ideas for next year