#1 Resource for planning a Corporate Event The.....
Event Scheduling Checklist
Courtesy
of Event-plannerwest.com
6 to 12 Months Ahead
Yes No
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Decide event purpose (raise funds, visibility, celebration, etc.)___ ___
Choose a theme_
__ ___Visit potential sites_
__ ___Research/appoint an event coordinator/manager_
__ ___Research/select committees/chairpersons_
__ ___Chairperson forms subcommittees_
__ ___Get cost estimates (site rental, food, drinks, sound/lights, etc.)_
__ ___Get recommendations for entertainment; hold auditions_
__ ___Get bids for entertainment_
__ ___Get bids for decorations_
__ ___Get bids for design/printing_
__ ___Get bids for other major items_
__ ___Finance committee drafts initial budget_
__ ___Decide on admission cost_
__ ___Create sponsorship amounts/levels_
__ ___List items to be underwritten and possible sources_
__ ___Research/approach honorees_
__ ___Compile mailing list (individuals/businesses)_
__ ___Check proposed date for potential conflicts, finalize date in writing_
__ ___Get written contracts for site, catering, entertainment, etc._
__ ___Develop alternative site (if event is outdoors)_
__ ___Consider pre-party event for publicity or underwriting_
__ ___Invite/confirm VIPs_
__ ___Pick graphic artist; begin invitation design_
__ ___Create logo for event with graphic artist_
__ ___Order hold-the-date cards or other event announcements_
__ ___Set marketing/public relations schedule___ ___Develop press release and calendar listings
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__ ___Select photographer; arrange for photos of VIPs, chairmen, honorees_
__ ___Get biographical information on VIPs, celebrities, honorees, chairmen_
__ ___Investigate need for special permits, licenses, insurance, etc.3 to 6 Months
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__ ___Begin monthly committee meetings_
__ ___Write/send requests for funding or underwriting to major donors, corporations, sponsors_
__ ___Request logos from corporate sponsors for printing_
__ ___Review with graphic artist invitations, programs, posters, etc._
__ ___Prepare final copy for invitations, return card, posters_
__ ___Prepare final copy for tickets_
__ ___Complete mailing lists for invitations_
__ ___Order invitations, posters, tickets, etc.______
Sign contract with entertainment company_
__ ___Make list of locations for posters_
__ ___Finalize mailing lists; begin soliciting corporations and major donors_
__ ___Obtain lists from honorees, VIPs_
__ ___Obtain radio/TV sponsors, public service announcements, promos_
__ ___Set menu with caterer for food and beverages_
__ ___Secure permits and insurance_
__ ___ Get written confirmation of celebrity participation/special needs_
__ ___Finalize audio/visual contract_
__ ___Select/order trophies/awards2 Months Ahead
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__ ___Hold underwriting or preview party to coincide with mailing of invitations; invite media_
__ ___Assemble/address invitations (with personal notes when possible)_
__ ___Mail invitations_
__ ___Distribute posters_
__ ___Finalize transportation/hotel accommodations for staff, VIPs, honorees_
__ ___Obtain contracts for decorations and rental items_
__ ___Confirm TV/radio participation_
__ ___Release press announcements about celebrities, VIPs, honorees_
__ ___Follow up to confirm sponsorships and underwriting_
__ ___Obtain logos from corporate sponsors for program printing_
__ ___Review needs for signs at registration, directional, etc._
__ ___ All major chairpersons to finalize plans_
__ ___Hold walk-through of event with responsible committees, chairpersons and responsible site staffmembers at event site
_
__ ___Review/finalize budget, task sheets and tentative timeline_
__ ___Start phone follow-up for table sponsors (corporate, VIP, committee)1 Month Ahead
___ ___Phone follow-up of mailing list (ticket sales)
___ ___Place newspaper ads, follow up with news media, on-air announcements
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__ ___Confirm staff for registration, hosting, other_
__ ___Write to VIPs, celebrities, program participants, confirm participation___ ___ Complete list of contents for VIP welcome packets
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__ ___ Get enlarged site plan/room diagram, assign seats/tables_
__ ___Give estimate of guests expected to caterer/food service_
__ ___Meet with all outside vendors, consultants to coordinate event_
__ ___Review script/timeline_
__ ___Continue phone follow-ups for ticket/table sales_
__ ___Continue assigning seats; set head table, speaker's platform_
__ ___Confirm transportation schedules: airlines, trains, buses, cars, limos_
__ ___Confirm hotel accommodations_
__ ___Prepare transportation and accommodations (include arrival time, flight number, airline, person assigned_
__ ___to meet flight)_
__ ___Confirm special security needed for VIPs, event_
__ ___Prepare welcome packet for VIPs, chairmen, and key staff_
__ ___Schedule deliveries of special equipment, rentals_
__ ___Confirm setup and tear down times with event site_
__ ___Finalize plans with party decorator_
__ ___Give caterer revised numbers_
__ ___Meet with chairpersons, key staff to finalize any of the above1 Week Before
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__ ___Meet with all committees for last-minute details_
__ ___Finish phone follow-ups_
__ ___Confirm number attending_
__ ___Finish seating/table arrangements_
__ ___Hold training session with volunteers; finalize assignments_
__ ___Secure two or three volunteers to assist with emergencies_
__ ___Finalize registration staff_
__ ___Distribute seating chart, assignments to hosts/hostesses_
__ ___Schedule pickup or delivery of any rented or loaned equipment_
__ ___Double-check arrival time and delivery times with vendors_
__ ___Reconfirm event site, hotel, transportation_
__ ___Deliver final scripts/ timelines to all program participants_
__ ___Finalize catering guarantee, refreshments_
__ ___Confirm number of volunteers_
__ ___Make follow-up calls to news media for advance and event coverage_
__ ___Distribute additional fliers___ ___Final walk-through with all personnel
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__ ___Schedule rehearsals_
__ ___Schedule volunteer assignments for day of event_
__ ___Establish amount of petty cash needed for tips and emergencies_
__ ___Write checks for payments to be made for the day of the eventDay Before Event
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__ ___Lay out all clothes that you will need the day of the event_
__ ___Recheck all equipment and supplies to be brought to the event_
__ ___Have petty cash and vendor checks preparedEvent Day
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__ ___Arrive early (with your change of clothes)_
__ ___Unpack equipment, supplies and make sure nothing is missing_
__ ___Be sure all VIPs are in place and have scripts___ ___Reconfirm refreshments/meal schedule for volunteers
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__ ___Go over all the final details with caterer and setup staff_
__ ___Check with volunteers to make sure all tasks are covered_
__ ___Setup registration area_
__ ___Check sound/light equipment and staging before rehearsal_
__ ___Hold final rehearsal