www.VolunteerRefugeeOutreach.org
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  • Checklist
  • LINKS
  • Volunteers Connect
  • Request for input from membership
  • Research
  • Harbourfront Centre - who we are
  • Rexdale Women's Centre - who we are
  • Notes guiding subcommittee
  • Power Point Presentation
  • Report of Children's Concert
  • DONATIONS

Event Planning Checklist

Event Agenda
  • What is the goal of your event?
  • Develop event timeline
Partnership
  • Identify potential partner
  • Create partnership proposal
Possible date conflicts
  • Check to see if there are any other events scheduled for the same date and location
Budget
  • Prepare an event budget and monitor your spending
Transportation
  • 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?
Marketing & Promotion
  • 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
Participant Registration and Invitations
  • Create event registration form
  • Host your online registration form on your website
 
Risk Management
  • Conduct risk assessment involving all key stakeholders
  • Create risk management plan
  • Contingency Plans – wet weather, low attendance
Traffic Management
  • 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
Site Preparation and Plan
  • Design plan of venue / event site
Other
  • Organise volunteers and staff
  • Prepare scripts or run sheets for ceremonies
  • Organise awards/trophies/certificates & decorations
On the Day
  • Gather volunteers/staff for full briefing
  • Organise volunteer registration area & entertainers area
  • Review chain of command in case of emergency
After the Event
  • Thank you letters to staff, volunteers, performers
  • Evaluation / debrief with key stakeholders
  • Close off budget
  • Hold a de-brief session to look at ways of improving the event
 
Note: This checklist is a compilation of several planning forms selected from Microsoft's free templates

Be sure to see the compendium of agencies who work with REFUGEES in the GTA

Immigrant, Newcomer and Refugee Services - Toronto Central - torontocentralhealthline.ca
To  return  to  PILOT PROJECT   Click here
  • Home
  • What this is about
  • Background
  • Pilot Project
  • News
  • VISIT TO HARBOURFRONT CENTRE - PHOTOS
  • Write Up of Visit
  • POSTSCRIPT
  • Contact Us
  • Checklist
  • LINKS
  • Volunteers Connect
  • Request for input from membership
  • Research
  • Harbourfront Centre - who we are
  • Rexdale Women's Centre - who we are
  • Notes guiding subcommittee
  • Power Point Presentation
  • Report of Children's Concert
  • DONATIONS