1. Timeline and Checklist for Event Planning:
Event Name / Type:
Date:
Location:
Description:
Purpose:
Time:
Number of Guests:
VIPs
Prior to the event:
Activity: Person Responsible: Done by (date) :
Establish staff / Job Roles Company Manager
Hold planning meetings to
discuss goals
Establish responsibilities
Determine a budget / where
will the money needed come
from?
Determine and reserve a venue
Guest list
Confirm speaker / special
guests and their needs
Create invitations/response
cards
Determine which publicity
methods will be used
Draft a program of the agenda
Determine signage
requirements (e.g. road, traffic,
toilets etc)
Find out legal requirements /
sort any licenses that will be
needed
Health and Saftey Procedure
Documentation / checklist for
staff + public
Ensure disability parking is put
in place
Hire catering and establish a
menu
Contact emergency services for
safety and security assistance
Contact the Fleet services for
bus and car transportation
Contact vendors for hired
2. equipment / decoration etc
Arrange a photographer
Send the invitations (email or
post)
Approval of the final set agenda
Draft the script / talking points
for the speaker
Consider site preparation (e.g.
rubbish, cleaning, equipment,
the removal of rubbish)
Prepare / put into place the
legal use of signage and also
decorations
Follow up on all orders (with
vendors, cast etc)
Ensure all staff are aware of
their responsibilities on the day
/ rehearsals
Meet with caterer on site to
discuss the set up
Meet with operational staff to
ensure they are aware of their
responsibilities on the day
Confirm all arrangements with
vendors and staff if everything
is as planned.
Print programs, name badgets,
seating charts, place cards,
menus etc.
Confirm security requirements
Ensure everything is in place,
e.g. tents, chairs, lights (rigged),
stage, tables, and a podium.
Clean and then decorate the
venue
Rehearse if needed (staff)
Brief staff on the emergency
procedures for the event, give a
tour and talk through the day’s
event.
Re-confirm catering and
staffing requirements.
On the day:
Setup: is everything in its
rightful place? E.g. tables,
chairs, food.
Check the technical equipment
3. (e.g. lighting / sound)
When the event is open to the
public, ensure the ticket system
is working effectively
Ensure antisocial behaviour or
anything unauthorised are not
present.
Ensure video equipment is set
up if a performance is going to
be recorded.
Ensure all decorations are up
Hand out fliers and advertise
the next upcoming event.
Sell merchandise to increase
profit
Ensure all performers / staff /
speakers have adequate breaks
and stay hydrated
Ensure all refreshments are
well stocked and not running
low
Ensure the audience are
comfortable and enjoying
themselves at the event.
Post event:
Write thank you notes to guests
(they may be more willing to
come again to the next event)
Hold meetings with the
managers of each department
and ask all members of staff to
do a questionnaire (honest
feedback)
Write an evaluation (pros and
cons to improve the next event)
Meet with the photographer to
discuss distribution of the
pictures
Send off final attendance list so
that contacts can be kept and
entered into the database.
Update social media sites to
advertise upcoming events.
