checklist for planning a traditional ethnic festival

1. 1
GAAV REUNION FESTIVAL 2020
KONSHISHA SPECIAL
TSE-AGEBRAGBA
EVENT PLANNING CHECKLIST
S/NO ACTIVITY YES NO COMMENTS
SEPTEMBER
1 Visit Ter Ikyor to introduce the
project
2 Select committee members and
assign responsibilities
3 Discuss planning
4 Create your budget – determine
sources for budget
5 Create a guest list
6 Create Fundraising plan & begin
soliciting for sponsors/donations in
kind or cash
7 Decide design of souvenirs
8 Start publicity campaign
9 Seek for sponsors
10 Estimated number of attendees
11 Visit LG chairman to introduce
festival
12
13
14
OCTOBER
1 Plan activities – finalise all activities
festival will offer
2 Advertise for those who will sale
items at the venues
3 Decide & select on
volunteers/ushers for all events
4 Check venues again & confirm
securing
5 Determine prizes for the beauty
contest
6 Determine prizes/honorarium for all
others contests/ participants
/dancers/singers etc
7
8
9

2. 2
NOVEMBER
1 Book for venue – confirm
decorations/ preparation
2 Start training of volunteers/ushers
3 Set ground rules for all GRF
committee members
4 Establish team leads – assign people
to specific areas of the venue
grounds, circulate phone numbers of
staff/volunteers/ushers
5 Start screening/selection for beauty
contest. Develop activities for the
contest
6 Start camp for the beauty contest
7 Confirm donations for items to be
won by contestants
8 Double check details/specific
assignments
9
10
DECEMBER 1 – 2 WEEKS
1 Check venues to confirm
2 Confirm entertainers – traditional
dances
3 Confirm venue & entertainment
4 Confirm multimedia equipment to
be hired
5 Review RSVP list
6 Confirm payment for drinks/ food
etc
7 Create list of ushers to hire
8 Confirm all canopies have been
booked down & paid
9
10
11
DECEMBER: 1 - 2 DAYs TO EVENT
DAY
1 Set canopies

3. 3
2 Put up parking signs & VIP sitting
arrangement
3 Confirm with security/police
deployment
4 Check volunteers/ushers
5 Confirm medicals/ first aid facilities
at venues
6
7
8
9 Stay calm
AFTER THE FESTIVAL
1 Thank volunteers/ushers
2 Thank sponsors
3 Settle any outstanding debts
4 Compile a final report of the festival
identifying what went right and
what went wrong for lesson learning
for future festival planning
5
6
7
8
9