Sample Event Planning Checklist

Condsider this sample checklist a starting point for planning your own event. Some customisation may be needed to meet the needs of your unique conference, race, charity event or any other type of activity you organise.

Pre-event

• Inform local government of event and gain approval (if required)
• Check with your local Visitor Information Centre to see if there are
  any other events scheduled for the same date and location
  

• Prepare an event budget and monitor your spending

• Select a location or venue for your event
• Transportation – will people travel long distances to your event?
  Is there parking and easy access from mass transit?
• When is your location available?
  

• What is the goal of your event?
• Develop event timeline
• Book entertainment and MC if needed
• Collect written confirmation from entertainment or MC
• Submit deposit for their services if needed
  

• Create sponsorship proposal
• Identify potential sponsors
• Deliver sponsorship packages and follow up within 1 week
• Use sponsor testimonials and always acknowledge sponsors
  

• Develop Marketing / Communication Plan
• Design promotional material, basic text, logo
• Build a website and optimise it for search engines
• Distribution of flyers/posters/email/brochures to community
• Submit event information to local events calendars and websites
• Submit a press release
  

• Build an online event registration form
• Host your online registration form on your website
• Determine what is included in the cost of registration (event t-shirt, pre-event dinner, etc)
• Deliver an email announcement to your past participants with link to your online registration form
  

• Apply for any food permits required
• If using music, apply for a noise permit
• Request for approval to erect promotional signage
• Road closures – send applications early
  

• Order equipment e.g. stage, lighting, PA system etc
• Book portable toilets, fireworks, marquee, generators
• Book and confirm all contractors in writing
• Check insurance – public liability, staff, volunteers etc
  

• Book first aid officers
• Conduct risk assessment involving all key stakeholders
• Create risk management plan
• Obtain relevant insurance and send copy to Council if required
• Contingency Plans – wet weather, low attendance
  

• Book Security & two way radios
• Crowd control
• Cash security
  

• Notify Police, Ambulance Service and Fire Brigade

• Develop Waste Management Plan
• Promote reducing waste in marketing material
  

• Design traffic plan including:
• Signage, disabled parking, VIP parking, pedestrian access, marshals, car parking area, entry and exit points, lighting, road closures, promote alternative transport
  

• Book Food Vendors and confirm in writing
• Request details of electrical requirements
• Request copy of Health Department Registration Certificate
• Application for temporary food premises permit

• Design plan of venue / event site

• Book toilet cleaners and extra paper if appropriate
• Clean up venue/mow lawn/clear area of debris
  

• Organise volunteers and staff
• Prepare scripts or run sheets for ceremonies
• Organise awards/trophies/certificates & decorations
  

On the Day

• Gather staff for full briefing
• Organise volunteer registration area & entertainers area
• Circulate contact list with mobile numbers to all staff / volunteers
• Review chain of command in case of emergency

After the Event

• Removal of all equipment and rubbish
• Thank you letters to staff, volunteers, performers
• Thank you presentation to sponsors
• Evaluation / debrief with key stakeholders
• Close off budget
• Hold a de-brief session to look at ways of improving the event

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