Event Planning Checklist
Event Name: Date:
Once Date is Set
Determine Time
Determine event concept, theme, etc.
Establish budget
Send a save the date announcement
Outline logistics: rentals, furniture, parking security,
housekeeping
Put on VIP calendars: University, Involvement Center, office
calendar
Prepare Baseline project
Meet with necessary VIPs
Other:
2 or More Months Out:
Set menu, decorations, musicians and AV needs – book all
vendors and services
Performer needs: microphone, podium, stage, props
Design invitations or announcement
Invitation list
Ticket sales process or RSVP database
Directional signage
Draft a production schedule
Write scripts; include introductions of VIPs
Establish a publicity game plan
Decorations/theme development
Entertainment
Rain plan
Sponsorship
Ticketing/registration
Track expenses and update budget
Other:
Four Weeks Out:
Photographer
Mail invitations
Track ticket sales/RSVPs
Walk through every step of the event including the venue
Three Weeks Out:
Schedule briefings with VIPs
Call all vendors to confirm
Solicit volunteers
Walk through every step of the event
Other:
One Week Out:
Finalize production schedule. Include all telephone numbers.
Finalize scripts
Create and distribute staff/volunteer assignments
Walk through every step of the event
Three Days Out:
Give caterer final guarantee. Confirm delivery and set-up
times.
Nametags and registration/check-in materials
Head table/seat assignments
Walk through every step of the event
Day Before:
Prepare an event bin: nametags in alpha order, office
supplies, blank nametags, production schedule, scripts, guest
list, giveaways, and signage.
Reconfirm: venue, catering, valet, musicians, florist, AV, etc.
Walk through every step of the event
Day of Event:
Check venue: temperature, cleanliness, furniture
arrangement, signage, restrooms, mic check
Confirm arrival of flowers, musicians, photographer, DJ
As unconfirmed guests arrive, make them a nametag and
write their names on something to keep track.
Check names of VIPs for script/introductions
Get feedback
Day After Event:
Review attendance
Send appropriate thank-yous; include photos
Final budget review
Update the checklist
Determine how to “extend” event to those who could not
attend
Update websites
Other details:
