Event Planning Checklist
Event Agenda
- What is the goal of your event?
- Develop event timeline
- Identify potential partner
- Create partnership proposal
- Check 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?
- 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
- 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
- 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
- Design plan of venue / event site
- Organise volunteers and staff
- Prepare scripts or run sheets for ceremonies
- Organise awards/trophies/certificates & decorations
- Gather volunteers/staff for full briefing
- Organise volunteer registration area & entertainers area
- Review chain of command in case of emergency
- 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
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