Use this checklist to plan events like sponsored CE courses in your office or lunch and learn events.

1. ZipRealty District Event Planner
EVENT PLANNING CHECKLIST SHOPPING
Use this basic checklist to assist you in planning a successful event. Officer in charge: _________________________________
Remember, we may not have all of the specifics that  Secure supplies needed for your event:
your event requires on this sheet, so brainstorm prior to starting o Silverware
your event planning to make sure everything gets covered! o Plates
Name of Event: __________________________________ o Napkins
Date: __________________________________________ o Cups
Time: __________________________________________ o Decorations
Location: _______________________________________ o Eventbrite registration
Event Purpose: __________________________________ o Performer specific items/requests
_______________________________________________ o Projectors
_______________________________________________ o PA/Audio
o Presentation Materials
BRAINSTORMING o Other:
 Will the event work?  _______________________
 How many people do you need to make the  _______________________
event happen?  _______________________
 Does the event serve a need not met by traditional brokers, or
will it help promote the district office as a pleasant and profitable WEEK PRIOR
place to work Officer in charge: _________________________________
 Do we have the resources to make it happen?  Call reservations and make sure all details are
secured
SCHEDULING  Call Agents who confirmed for the class to remind them
Officer in charge: ________________________________ and ask if they have questions
 Talk with the appropriate room reservation office  Call the presenter and make sure
o What size room do you need? arrangements are secured
o What kind of tech needs do you have?  Call local office staff to insure that they have a recruiting
o What can you afford? strategy
 Tentatively book a couple of dates  Create any programs or fliers needed at the
 Call your performer or vendor (if applicable) and event
schedule the performance date
 Call the venue back to confirm your DAY OF EVENT
date Officer in charge: _________________________________
 Schedule a meeting to go over your tech needs  Send a text message to all attendees reminding them
and room set-up  Call the director before and after the event to offer
 Schedule the travel arrangements for your support
performer (if necessary), including a ride to and  Clean up, Make sure there is a cleanup plan in place
from the airport and/or hotel
 Book hotels and/or make dinner reservations for AFTER THE EVENT
your performer Officer in charge: _________________________________
 Send thank you notes to performers and to
FUNDRAISING volunteers who worked extra hard
Officer in charge: _______________________________  Do a post event evaluation with the office staff
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 Determine who is paying for what?  Make sure all the bills got paid and sponsors are formally
 Get sponsorship in place. thanked
 Set up payment method?  Get a confirmed list of attendees by the director
 Determine how funds will be col ected and distributed?
l  Call everyone who attended to ask if they enjoyed the
event, and if they are interested in future events.
ADVERTISING  Send an email to all those who confirmed but did not
Officer in charge: ______________________________ show, and a separate email to those who simply read the
 Set calling, conversation, and phone confirmations goals advertisement emails
 Create an email campaign and delivery schedule
 Create flyers for local use.
 Partner with instructors to co-market

2. ZipRealty District Event Planner
ZipRealty Event Planning Budget Worksheet
.
ANTICIPATED EXPENSES
Facilities Rental $..............................................................................$_______________
Food………………………………………………………………..$_______________
Beverage……………………………………………………………$_______________
Marketing $.......................................................................................$_______________
Speaker Fees / Honorariums..............................................................$_______________
Supplies.............................................................................................$_______________
Technical Support..............................................................................$_______________
Other ______________.................................................................... $_______________
Other ______________.................................................................... $_______________
*EXPENSE TOTAL .........................................................................................$_______________
ANTICIPATED INCOME
Admission Fees……………………………………………………..$_______________
Co-Sponsors………………………………………………………...$_______________
Co-Sponsors………………………………………………………...$_______________
Co-Sponsors………………………………………………………...$_______________
Co-Sponsors………………………………………………………...$_______________
District Contribution………………………………………………..$_______________
Other Income………………………………………………………..$_______________
Other Income………………………………………………………..$_______________
*INCOME TOTAL…..……………………………………………………..$_______________
**Expense totals and income totals should match perfectly. If they do not, seek assistance from
management.