CHECKLIST FOR ORGANIZING YOUR EVENT

This checklist can be an invaluable resource to ensure all the important details are covered when planning your events. Some of these steps may not be applicable to your activity but will be a good reference whether you’re planning a large event, or a small informal gathering. Timing can be adjusted to reflect lead time to event.

6 to 12 Months Ahead___ Choose a theme___ Visit potential sites___ Research/appoint an event coordinator/manager___ Research/select committees/chairpersons___ Chairperson forms subcommittees___ Receive cost estimates (site rental, food, drinks, sound/lights, rental, special

equipment, etc.)___ Receive recommendations for entertainment___ Receive estimates for entertainment___ Receive estimates for decorations___ Receive estimates for design/printing___ Receive estimates for other major items___ Draft initial budget___ Decide on entrance fee ___ Create sponsorship amounts/levels___ List items to be underwritten and possible sources___ Decide/approach honorees___ Compile mailing list (members/potential members, industry professionals)___ Check proposed date for potential conflicts, finalize date in writing___ Receive written contracts for site, entertainment, etc.___ Develop alternative site (if event is outdoors)___ Invite/confirm special guests/directors ___ Pick graphic artist; begin invitation design___ Order save-the-date cards or other event announcements___ Set marketing/public relations schedule___ Develop press release and calendar listings ___ Select photographer; arrange for photos of special guests, honorees,

directors___ Receive biographical information on special guests, honorees, directors ___ Investigate need for special permits, licenses, insurance, etc.

3 to 6 Months___ Begin monthly committee meetings

___ Write/send requests for sponsorship to potential business sponsors___ Request logos from corporate sponsors for printing___ Review invitations, programs, posters, etc. with graphic artist___ Prepare final copy for invitations, return card, posters___ Prepare copy for tickets/finalize ___ Finalize mailing lists for invitations___ Order invitations, posters, tickets, etc.___ Sign contract with entertainment company___ Make list of locations for posters___ Finalize potential sponsor mailing lists; begin follow-up with corporations

and potential sponsors ___ Set menu with caterer for food and beverages___ Secure permits and insurance___ Receive written confirmation of attendance from special guests/honorees ___ Finalize audio/visual contract___ Select/order trophies/awards___ Assess and plan for security, if needed

2 Months Ahead___ Hold preview party to coincide with mailing of invitations; invite media ___ Assemble/address invitations (with personal notes when possible)___ Mail invitations___ Distribute posters___ Finalize transportation/hotel accommodations as needed___ Obtain contracts for decorations and rental items ___ Release press announcements about special guests, honorees and event

information ___ Follow up to confirm sponsorships and/or underwriting___ Obtain logos from corporate sponsors for program printing___ Review needs for signs at registration, directional, etc.___ All major chairpersons to finalize plans___ Hold walk-through of event with responsible volunteers at event site___ Review/finalize budget task sheets and tentative timeline___ Start phone/email follow-up for table sponsors___ Identify media spokesperson

1 Month Ahead___ Conduct phone/email follow-up of mailing list ___ Follow up with news media ___ Confirm volunteers for registration and hosting

___ Write to special guests, honorees, program participants to confirm participation

___ Complete list of contents for potential member/ IEEE introductory information packets

___ Receive enlarged site plan/room diagram, assign seats/tables (if needed) ___ Give estimate of guests expected to caterer/food service___ Meet with all outside vendors, consultants to coordinate event___ Review script/timeline/agenda ___ Continue phone/email follow-ups to secure attendees ___ Continue assigning seats; Decide who will sit on speaker's platform___ Confirm transportation schedules: airlines, trains, buses, cars, limos,

parking___ Confirm hotel accommodations (as needed)___ Prepare transportation and accommodations (include arrival time, flight

number, airline, person assigned to meet flight)___ Prepare potential member/ IEEE introductory information packets___ Schedule deliveries of special equipment, rentals___ Confirm setup and tear down times with event site___ Give caterer revised numbers___ Meet with chairpersons and key volunteers to finalize any of the above

1 Week Before___ Meet with all committees for last-minute details___ Finish phone/email follow-ups___ Confirm number attending___ Finish seating/table arrangements___ Hold event run-through with volunteers; finalize assignments___ Secure two or three volunteers to assist with emergencies___ Select which volunteers will conduct registration ___ Distribute seating chart assignments to volunteers ___ 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/talking points/agenda/timelines to all program

participants___ Finalize catering guarantee___ Confirm number of volunteer staff ___ Make follow-up calls to news media for advance and event coverage___ Distribute additional flyers___ 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___ Recheck all equipment and supplies to be brought to the event___ Have petty cash and vendor checks prepared___ Create name badges for attendees

Event Day

___ Arrive early at least two hours in advance to set up event___ Finalize registration set-up ___ Unpack equipment, supplies and make sure nothing is missing___ Check sound/light equipment and staging before rehearsal___ Set up identifying signage or posters___ Final check on arrangements and facilities___ Ensure all special guests/honorees are in place and have scripts ___ Set up exhibits or displays___ Set place cards___ Re-confirm agenda with event volunteer staff ___ Check with volunteers to make sure all tasks are covered___ Distribute and collect evaluation form

Breakdown___ Pack up equipment, supplies and make sure nothing is missing ___ Remove all signage or posters___ Distribute tips to facility staff___ Return borrowed or rented equipment___ Follow-up media coverage___ Distribute thank you letters___ Pay bills___ Summarize evaluation forms