Here are a few things to help settle the nerves when planning any event – Large or Small. Have a look at our other checklists on our website here.

6 – 12 months before the event

• Decide event purpose (raise funds, visibility, celebration, etc.)
• Choose a theme and tone of the event
• Visit potential venues and sites
• Research/appoint an event coordinator/manager (this may also be your catering company)
• Research/Select committees/chairpersons
• Chairperson forms subcommittees
• Get cost estimates (site rental, food, drinks, sound/lights, hire, etc.)
• Get recommendations for entertainment; hold auditions
• Organise quotes for entertainment
• Obtain quotations for decorations
• Organise bids for design/printing
• Receive quotes for other major items
• Finance Committee drafts initial budget
• Decide on admission cost if any
• Create sponsorship amounts/levels
• List items to be insured and possible sources
• Research/approach honourees
• Compile mailing list database (individuals/businesses)
• Check proposed date for potential conflicts
• Get written contacts for site, entertainment, caterer, hire etc.
• Contingency Plan – If outdoors, have a plan B for inclement weather
• Consider pre-party event for publicity
• Invite/confirm VIPs
• Choose a graphic designer; begin invitation design
• Create a logo for the event with the graphic designer
• Order hold-the-date cards or other event announcements
• Set marketing/public relations schedule
• Develop press release and calendar listings
• Select photographer/videographer; arrange for photos of VIPs, chairmen, honourees
• Get biographical information on VIPs, celebrities, honourees, chairmen
• Investigate need for special permits, licenses, insurance, etc.

3 to 6 months ahead

• Begin monthly committee meetings 
• Write/send requests for funding or underwriting to major donors, corporations, sponsors 
• Request logos from corporate sponsors for printing
• Review with graphic designer invitations, programs, posters, etc.
• Prepare final copy for invitations, return card, posters
• Prepare final copy for tickets + Complete mailing lists for invitations
• Order invitations, posters, tickets, etc.
• Sign contract with entertainment company
• Make list of locations for posters
• Finalise mailing lists; begin soliciting corporations and major donors
• Obtains lists from honourees, VIPs + get written confirmation of celebrity participation/special needs
• Obtain radio/TV sponsors, public service announcements, promos
• Set menu with caterer for food and beverages and sign contract to ensure that the date is booked
• Secure permits and insurance
• Finalise audio/visual contract
• Select/order trophies/awards

2 months ahead

• Hold preview party to coincide with mailing of invitations; invite media
• Assemble/address invitations (with personal notes when possible)
• Mail invitations
• Distribute posters
• Finalise transportations/hotel accommodations for staff, VIPs, honourees
• Obtain contracts for decorations and rental items Confirm TV/radio participation
• Release press announcements about celebrities. VIPs honourees
• Follow up to confirm sponsorships and underwriting
• Obtain logos from corporate sponsors for program printing
• Review needs for signs at registration, directional, etc.
• All major chairpersons to finalise plans
• Hold walk through of event with responsible committees, chairpersons and responsible site staff
• Review/finalise budget, task sheets and tentative timeline
• Start phone follow-up for table sponsors (corporate, VIP, committee)

1 month ahead

• Phone follow-up of mailing list (ticket sales)
• Place newspaper ads, follow up with news media, on-air announcements
• Confirm staff for registration, hosting, other
• Write to VIPs, celebrities, program participants, confirm participation
• Complete list of contents for VIP welcome packets
• Get enlarged site plan/room diagram, assign seats/tables
• Give estimate of guests expected to caterer/food service
• Meet with all outside vendors, consultants to coordinate event
• Review script/timeline
• Continue phone follow-ups for ticket/table sales
• Continue assigning seats; set head table, speaker’s platform
• Confirm transportation schedules: airlines, trains, buses, cars, limos
• Confirm hotel accommodations
• Prepare transportation and accommodations (include arrival time, flight number, airline, person assigned to meet flight)
• Confirm special security needed for VIPs, event
• Prepare welcome packet for VIPs, chairmen, and key staff
• Schedule deliveries of special equipment, rentals
• Confirm setup and tear down times with event site
• Finalise plans with party decorator
• Give caterer revised numbers
• Meet with chairpersons, key staff to finalise any of the above

1 week ahead

• Meet with all committees for last-minute details
• Finish phone follow-ups
• Confirm number attending
• Finish seating/table arrangements
• Hold training session with volunteers’ Finalise assignments
• Secure two or three volunteers to assist with emergencies
• Finalise registration staff
• Distribute seating chart, assignments to hosts/hostesses
• Schedule pickup or delivery of any rented of loaned equipment
• Double-check arrival time and delivery times with vendors
• Reconfirm event site, hotel, transportation
• Deliver final scripts/timelines to all program participants
• Finalise catering and refreshments
• Confirm number of volunteers
• Make follow-up calls to new media for advance and event coverage
• Distribute additional fliers
• Final walk-through with all personnel
• Schedule rehearsals
• Schedule volunteer assignments for day of event
• Establish amount of petty cash needed for tips and emergencies
• Write checks for payments to be made for the day of the event

Day before the event

• Lay out all clothes you will need on the day of the event
• Recheck all equipment and supplies to be brought to the event
• Have petty cash and vendor checks prepared

Event Day

• Arrive early (with your change of clothes)
• Unpack equipment, supplies and make sure nothing is missing
• Be sure all VIPs are in place and have scripts
• Reconfirm refreshments/meal schedule for volunteers
• Go over all the final details with caterer and setup staff
• Check with volunteers to make sure all tasks are covered
• Setup registration area
• Check sound/light equipment and staging before rehearsal
• Hold final rehearsal
• BREATHE!!!!

Follow us on Instagram to know more.