Step One:
Event Planning Checklist
Prefer to work online to plan? Consider using some of these apps.>
Blank Space (small)
(text and background only visible when logged in)
(text and background only visible when logged in)
15 Weeks Prior
TASK | COMMENTS | COMPLETED? |
---|---|---|
Convene committee for pre-planning meeting | ||
Determine goals and purpose of event |
|
|
Select date and time |
|
|
Set budget |
|
|
Research potential funding sources |
|
|
Select and reserve venue | Remember to review:
|
|
Schedule rain plan, if applicable |
|
|
Ensure inclusivity and sustainability |
|
|
Develop communications plan |
|
|
Schedule meetings with event team |
|
|
Determine guest list |
|
|
Investigate needs for special permits, licenses, insurance, etc. | ||
Research potential vendors | ||
Create and distribute | for any design elements
|
12 Weeks Prior
TASK | COMMENTS | COMPLETED? |
---|---|---|
Update any website material |
|
|
Contact (or schedule) Georgia Tech Police Department |
|
|
Add event to campus calendar and discuss other internal promotion opportunities |
|
|
Contact Parking & Transportation |
|
|
Create timeline and delegate duties |
|
|
Plan for live web stream |
|
|
Schedule photographer | ||
Schedule videographer | ||
Select designer/printer |
|
|
Set marketing/PR schedule | ||
Order/design save-the-date cards or emails | ||
Determine if large-scale promotional items will need to be designed and made (e.g., large signs, posters, etc.) | ||
Begin researching travel arrangements and hotel options | ||
Schedule meeting with Event Logistics Committee if hosting outdoor event |
|
10 Weeks Prior
TASK | COMMENTS | COMPLETED? |
---|---|---|
Reserve hotel, plane, and travel accommodations for speakers/VIPs and staff, if applicable |
|
|
Secure A/V needs for event |
|
|
Design and create/order invitations |
|
|
Select & book caterer |
|
|
Secure entertainment/musicians |
|
|
Begin designing printed pieces (i.e. invitations, tickets, fliers, programs, pamphlets, out-of-town guest booklets, etc.) | ||
Develop press release and calendar listings | ||
Request and receive speaker/VIP bios |
|
|
Send save-the-dates | ||
Order plants/flowers |
|
|
Schedule President’s Podium |
|
|
Coordinate meeting with fire marshal |
|
|
Schedule supplemental staffing |
|
|
Order radios |
|
|
Send preliminary volunteer requests |
|
|
Request participation of additional speakers |
|
|
Order additional décor materials |
|
|
Reserve additional set-up materials |
|
|
Complete/submit Event Details |
|
|
Brainstorm "WOW" factor pieces for event |
|
8 Weeks Prior
TASK | COMMENTS | COMPLETED? |
---|---|---|
Review printed materials with your designer | ||
Set menu with caterer – know that you can confirm the final head count approximately a week prior to the event |
|
|
Secure permits and insurance | ||
Determine if awards/trophies will be given and research companies | ||
Release press announcements to national and local print media |
|
|
Order any giveaways |
|
|
Arrange for transportation (buses, shuttles) if necessary |
|
|
Determine parking and obtain directional maps for visitors to include with invitation | ||
Confirm accessibility resources |
|
|
Order gifts for participants/speakers | ||
Request Tech spirit aspects |
|
|
Begin editing printed programs/materials | ||
Schedule A/V run-through the day before the event |
|
|
Secure Green Room |
|
6 Weeks Prior
TASK | COMMENTS | COMPLETED? |
---|---|---|
Assemble/address invitations | ||
Create RSVP tracking system | ||
Mail invitations |
|
|
Order awards | ||
Distribute fliers/emails advertising event | ||
Finalize transportation logistics for VIPs and out-of-town guests | ||
Release press announcements to local TV, radio media | ||
Determine if signage needs to be produced – if out-of-house, order signage and large promotional materials | ||
Hold walk-through with major stakeholders/committee members to ensure all needs are met | ||
Secure musicians/entertainers sound check | ||
Determine alcohol needs, if any |
|
|
Order alcohol |
|
|
Purchase all needed decorations, other than flower arrangements | ||
Begin making decorations, if need be | ||
Order extra trash receptacles | ||
Order extra recycling bins |
|
4 Weeks Prior
TASK | COMMENTS | COMPLETED? |
---|---|---|
Confirm staff/volunteers for each aspect of the event |
|
|
Make parking and directional signs that can be created in-house | ||
Create welcome packets/materials for attendees | ||
Create script for yourself or for VIPs/presenters |
|
|
Confirm all travel arrangements | ||
Confirm security needs and plan walk-through of site with them | ||
Coordinate with accounts payable and vendors on when payment will be received (in most cases, unless you purchase alcohol, after services are rendered) | ||
Schedule volunteer training |
1-2 Week(s) Prior
TASK | COMMENTS | COMPLETED? |
---|---|---|
Follow-up with RSVP list – make personalized phone calls and emails, if necessary | ||
Send final numbers to the caterer | ||
Confirm participation with all VIPs/presenters. Send them updated event details, | , and talking points.||
Set meeting to brief President, if applicable |
|
|
Create seating plans and room diagrams for assistance with set-up and day-of-event questions |
|
|
Develop photo shot list | ||
Hold pre-event meeting with all significant stakeholders (vendors, managers of venue, key committee members, and volunteers, etc.) | ||
Do one last walk-through of venue | ||
Hold training session with volunteers | ||
Ensure all printed materials/collateral are assembled and correct | ||
Make follow-up calls to media | ||
Make nametags/lanyards for attendees and have extra plain ones on hand for surprise guests |
|
|
Create dietary cards |
|
|
Create “Event Day Survival Kit” full of needed items: pens, sharpies, tape, scissors, etc. | ||
Create detailed hour-by-hour event agenda (event plan) for key volunteers/vendors and distribute to them | ||
Confirm set-up/breakdown with all vendors | ||
Create volunteer duty form | ||
Wrap gifts | ||
Distribute parking passes | ||
Send completed Run of Show and RSVP list within 72 hrs. of event to VIPs |
1-2 Days Prior
TASK | COMMENTS | COMPLETED? |
---|---|---|
Create final to-do list to determine all tasks are complete | ||
Ensure all appropriate contacts’ information is listed where you can easily retrieve it |
|
|
Purchase floral arrangements if not provided by vendor | ||
Recheck all equipment/materials to ensure nothing is damaged, quantity is correct, etc. | ||
Reconfirm schedule with caterer | ||
Set-up registration area, if possible, so you are prepared for the next day | ||
Decorate room if you can | ||
Display parking/directional signs | ||
Lay out clothes and needed materials (name badge, notebook, etc.) | ||
Pick up alcohol order or have it delivered | ||
Deliver materials/equipment to venue site | ||
Test live web broadcast | ||
Be prepared to troubleshoot changes day-of |
|
|
Discuss rain plan logistics |
Day of Event
TASK | COMMENTS | COMPLETED? |
---|---|---|
Arrive early and do one last walk-through | ||
Oversee vendor set-up | ||
Ensure all VIP materials are correctly labeled and in place |
|
|
Check all set-ups | ||
Ensure waters are in podium |
After the Event
TASK | COMMENTS | COMPLETED? |
---|---|---|
Send thank you notes | ||
Handle invoices | ||
Hold post-event meeting with key players |
|
|
Send pictures/mementos to VIP guests | ||
Pack up and inventory all materials | ||
Update website | ||
Book next year’s venue, for annual event | ||
Complete survey of event or any product/service provided |