Event Planning Checklist - Free Download
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Event Planning Checklist
Use this basic checklist to assist your group in planning a successful event. Remember, we may not have all of the specifics that
your event requires on this sheet, so brainstorm prior to starting your event planning to make sure everything gets covered!
Name of Event: __________________________________
Date: __________________________________________
Time: __________________________________________
Location: _______________________________________
Event Purpose: __________________________________
_______________________________________________
_______________________________________________
BRAINSTORMING
Will the event work
How many people do you need to make the
event happen
Does the event serve a need previously not met
on campus
Do we have the resources to make it happen
BUDGETING
See sample budget planning sheet (attached)
SCHEDULING
Officer in charge: ________________________________
Talk with the appropriate room reservation office
o What size room do you need
o What kind of tech needs do you have
o What can you afford
Tentatively book a couple of dates
Call your performer or vendor (if applicable) and
schedule the performance date
Call the reservation office back to confirm your
date
Schedule a meeting to go over your tech needs
and room set-up
Schedule the travel arrangements for your
performer (if necessary), including a ride to and
from the airport and/or hotel
Book hotels and/or make dinner reservations for
your performer
PERMITS (see Student Group Handbook to determine if you
need any of these permits for your event)
Officer in charge: _________________________________
Food Permit filled out
Outdoor Space Permit filled out
Alcohol Permit filled out
Sound Permit filled out
Sanitation Permit filled out
Sales/fundraising permit filled out
Security Scheduled
Film License
GRANTS/FUNDRAISING
Officer in charge: _______________________________
If you are applying for grants, did you get your
applications in by the deadline
Have you scheduled an appointment to meet with
the grant committee
What measures are you taking to ensure you can
pay your performer/vendors up front
ADVERTISING
Officer in charge: _________________________________
Postering
E-mailing Listservs
Chalking
Other forms of marketing
SHOPPING
Officer in charge: _________________________________
Supplies needed for your event:
o Silverware
o Plates
o Napkins
o Cups
o Decorations
o Cashbox
o Performer specific items/requests
o Other:
_______________________
_______________________
_______________________
WEEK PRIOR
Officer in charge: _________________________________
Call reservations and make sure all details are
secured
Call SAO and make sure all permits have been
signed and are completely ready to pick up
Call performer and make sure travel
arrangements are secured
Assign event shifts for group volunteers (set-up,
during, take down)
Create any programs or fliers needed at the
event
DAY OF EVENT
Officer in charge: _________________________________
Pick up performer/vendor and get to performance
site
Compile performer requests in dressing room
Arrive early for the event for set-up
Meet vendors at the event and assist with set-up
Greet guests at the door
Have fun!
Clean up, remember that your reservations
location may have special clean up regulations
AFTER THE EVENT
Officer in charge: _________________________________
Send thank you notes to performers and to
volunteers who worked extra hard
Do a post-event evaluation (see example
attached)
Make sure to pay all bills and turn in all grant
paperwork on time!!
**Don’t forget to keep a list of the people and the phone
numbers that you are contacting throughout your planning.
We suggest collecting them on the back of this list**
