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Checklist for Event Planners

Checklist For Event Planning
[Click Here to download this page as a pdf document]

Identify the tasks that need to be completed and delegate them. Set a completion date for each task. Circle the items that are relevant to your program. All items are not needed for every program. Please feel free to print this page and use it as often as needed.

BEFORE THE EVENT:
The budget: Completion date Assigned to Date completed
Prepare proposed budget ______________ ____________ ______________
Identify funding sources ______________ ____________ ______________
General: Completion date Assigned to Date completed
Check the university calendar _______________ ____________ _____________
Reserve facility ______________ ____________ ______________
Prepare and sign contracts ______________ ____________ ______________
Reserve equipment ______________ ____________ ______________
Coordinate room
setup
______________ ____________ ______________
Arrange for security ______________ ____________ ______________
Arrange for disability accommodations ______________ ____________ ______________
Comply with Cornell policies : Completion date Assigned to Date completed
Sales ______________ ____________ ______________
Fund-raising ______________ ____________ ______________
Use of CU logo ______________ ____________ ______________
Noise ______________ ____________ ______________
Bonfire ______________ ____________ ______________
UUP form ______________ ____________ ______________
Decorations Committee: Completion date Assigned to Date completed
Decide on the theme ______________ ____________ ______________
Design ______________ ____________ ______________
Purchase Materials ______________ ____________ ______________
Construct ______________ ____________ ______________
Entertainment Committee: Completion date Assigned to Date completed
Contract performer(s) ______________ ____________ ______________
Process payment(s) ______________ ____________ ______________
Promotion Committee: Completion date Assigned to Date completed
Develop strategy and schedule ______________ ____________ ______________
Design posters ______________ ____________ ______________
Write and distribute press releases ______________ ____________ ______________
Write and submit newspaper ads ______________ ____________ ______________
Write and submit radio/TV ads ______________ ____________ ______________
Catering Committee: Completion date Assigned to Date completed
Set menu ______________ ____________ ______________
Choose caterer ______________ ____________ ______________
Production Committee: Completion date Assigned to Date completed
Arrange for equipment ______________ ____________ ______________
Arrange for transportation ______________ ____________ ______________
Arrange for lodging ______________ ____________ ______________
Arrange for meals ______________ ____________ ______________
Tickets Committee: Completion date Assigned to Date completed
Determine seating arrangement ______________ ____________ ______________
Order tickets ______________ ____________ ______________
Determine sales locations ______________ ____________ ______________
Notify ticket office ______________ ____________ ______________
Schedule ushers ______________ ____________ ______________
Secure cash box ______________ ____________ ______________
Other Committees: Completion date Assigned to Date completed
______________ ____________ ______________
SEVERAL DAYS PRIOR TO EVENT, CONFIRM:
Completion date Assigned to Date completed
Facility rental and setup ______________ ____________ ______________
Equipment use and setup ______________ ____________ ______________
Security ______________ ____________ ______________
Caterer ______________ ____________ ______________
Transportation/lodging ______________ ____________ ______________
Ticket sales ______________ ____________ ______________
Ushers ______________ ____________ ______________
Decorations ______________ ____________ ______________
Final wave of promotion ______________ ____________ ______________
Payment for services ______________ ____________ ______________
ON THE DAY OF THE EVENT:
Completion date Assigned to Date completed
Check setup ______________ ____________ ______________
Get cash box ______________ ____________ ______________
Transport guests ______________ ____________ ______________
Have Fun!! ______________ ____________ ______________
AFTER THE EVENT:
Completion date Assigned to Date completed
Clean up ______________ ____________ ______________
Send thank-you notes ______________ ____________ ______________
Make sure all payments are made ______________ ____________ ______________
Complete evaluation for files ______________ ____________ ______________