This event planning checklist is meant to fit many different events. Just ignore items that do not apply to your event.
Important Promotion & Ticketing Items
- Order Pre-Printed Tickets here
- Use Ticket Buyer Buzz
- Try the Remind Me feature
- See all options and how you score.
- For after hours support login to your event manager and look for the phone number on the lower LEFT hand corner of each page.
6 to 12 Months Ahead of Event
- Decide event purpose (raise funds, visibility, celebration, etc.)
- Choose a theme (if applicable)
- 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
- Research/approach honorees
- Compile mailing list (individuals/businesses)
- Check proposed date for potential conflicts, finalize date in writing
- Get written contracts for sit, 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
- Obtain contracts for decorations and rental items
- Confirm TV/radio participation
- Release press announcements about celebrities, VIPs, honorees
- 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 plan
- Hold walk-through of event with responsible committees, chairpersons and responsible site staff members at event site
- Review/finalize budget, task sheets and tentative timeline
- Start phone follow-up for table sponsor
1 Month Before Event
- Phone follow-up of mailing list (ticket sales)
- Place newspaper ads, follow up with news media, on-air announcements
- Confirm staff for registration, hosting, other
- Write to VIPs, celebrities, program participants, confirm participation
- Complete list of contents for VIP welcome packets
- Get enlarged site plan/room diagram, assign seats/tables
- Give estimate of guests expected to cater/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 cater revised numbers
- Meet with chairpersons, key staff to finalize any of the above
2 Weeks Before Event
- If you need to sell tickets at the door, get a plan and tools/hardware in place to be able to do so.
1 Week Before Event
- 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 volunteer 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
- 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 event
Day Before Event
- Insure that your online tickets will end when you want them to. For example if the doors open at 6pm then tickets should go off-sale online before 6pm.
- Recheck all equipment and supplies to be brought to the event
- Have petty cash and vendor checks prepared
Day of Event
- If you need AttendStar after hours and on weekends please call (615) 223-1973 extension 7
- 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
- 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
Please send any suggestions to gary@attendstar.com
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