Event Planning Checklist

Event Planning Checklist

Pre-event

Local Government Requirements

  • Inform local government of event and gain approval (if required)
  • Check with your local Visitor Information Centre to see if there are any other events scheduled for the same date and location
  • Prepare an event budget and monitor your spending
  • Select a location or venue for your event
  • Transportation – will people travel long distances to your event? Is there parking and easy access from mass transit?
  • When is your location available?
  • What is the goal of your event?
  • Develop event timeline
  • Book entertainment and MC if needed
  • Collect written confirmation from entertainment or MC
  • Submit deposit for their services if needed
  • Create sponsorship proposal
  • Identify potential sponsors
  • Deliver sponsorship packages and follow up within 1 week
  • Use sponsor testimonials and always acknowledge sponsors
  • Develop Marketing / Communication Plan
  • Design promotional material, basic text, logo
  • Build a website and optimise it for search engines
  • Distribution of flyers/posters/email/brochures to community
  • Submit event information to local events calendars and websites
  • Submit a press release

Budget

  • Prepare an event budget and monitor your spending

Location

  • Select a location or venue for your event
  • Transportation – will people travel long distances to your event? Is there parking and easy access from mass transit?
  • When is your location available?

Event Agenda

  • What is the goal of your event?
  • Develop event timeline
  • Book entertainment and MC if needed
  • Collect written confirmation from entertainment or MC
  • Submit deposit for their services if needed

Sponsorship

  • Create sponsorship proposal
  • Identify potential sponsors
  • Deliver sponsorship packages and follow up within 1 week
  • Use sponsor testimonials and always acknowledge sponsors

Marketing & Promotion

  • Develop Marketing / Communication Plan
  • Design promotional material, basic text, logo
  • Build a website and optimise it for search engines
  • Distribution of flyers/posters/email/brochures to community
  • Submit event information to local events calendars and websites
  • Submit a press release
Participant Registration and Invitations
  • Build an online event registration form
  • Host your online registration form on your website
  • Determine what is included in the cost of registration (event t-shirt, pre-event dinner, etc)
  • Deliver an email announcement to your past participants with link to your online registration form
  • Apply for any food permits required
  • If using music, apply for a noise permit
  • Request for approval to erect promotional signage
  • Road closures – send applications early
  • Order equipment e.g. stage, lighting, PA system etc
  • Book portable toilets, fireworks, marquee, generators
  • Book and confirm all contractors in writing
  • Check insurance – public liability, staff, volunteers etc
  • Book first aid officers
  • Conduct risk assessment involving all key stakeholders
  • Create risk management plan
  • Obtain relevant insurance and send copy to Council if required
  • Contingency Plans – wet weather, low attendance
  • Book Security & two way radios
  • Crowd control
  • Cash security
  • Notify Police, Ambulance Service and Fire Brigade
  • Develop Waste Management Plan
  • Promote reducing waste in marketing material
  • Design traffic plan including:
  • Signage, disabled parking, VIP parking, pedestrian access, marshals, car parking area, entry and exit points, lighting, road closures, promote alternative transport
  • Book Food Vendors and confirm in writing
  • Request details of electrical requirements
  • Request copy of Health Department Registration Certificate
  • Application for temporary food premises permit
  • Design plan of venue / event site
  • Book toilet cleaners and extra paper if appropriate
  • Clean up venue/mow lawn/clear area of debris
  • Organise volunteers and staff
  • Prepare scripts or run sheets for ceremonies
  • Organise awards/trophies/certificates & decorations

Permits & Licences

  • Apply for any food permits required
  • If using music, apply for a noise permit
  • Request for approval to erect promotional signage
  • Road closures – send applications early

Contractors

  • Order equipment e.g. stage, lighting, PA system etc
  • Book portable toilets, fireworks, marquee, generators
  • Book and confirm all contractors in writing
  • Check insurance – public liability, staff, volunteers etc

Risk Management

  • Book first aid officers
  • Conduct risk assessment involving all key stakeholders
  • Create risk management plan
  • Obtain relevant insurance and send copy to Council if required
  • Contingency Plans – wet weather, low attendance

Security Plan

  • Book Security & two way radios
  • Crowd control
  • Cash security

Essential Services

  • Notify Police, Ambulance Service and Fire Brigade

Waste Management

  • Develop Waste Management Plan
  • Promote reducing waste in marketing material

Traffic Management

  • Design traffic plan including:
  • Signage, disabled parking, VIP parking, pedestrian access, marshals, car parking area, entry and exit points, lighting, road closures, promote alternative transport

Food Vendors

  • Book Food Vendors and confirm in writing
  • Request details of electrical requirements
  • Request copy of Health Department Registration Certificate
  • Application for temporary food premises permit

Site Preparation and Plan

  • Design plan of venue / event site

Cleaning and Maintenance Plan

  • Book toilet cleaners and extra paper if appropriate
  • Clean up venue/mow lawn/clear area of debris

Other

  • Organise volunteers and staff
  • Prepare scripts or run sheets for ceremonies
  • Organise awards/trophies/certificates & decorations

On the Day

  • Gather staff for full briefing
  • Organise volunteer registration area & entertainers area
  • Circulate contact list with mobile numbers to all staff / volunteers
  • Review chain of command in case of emergency

After the Event

  • Removal of all equipment and rubbish
  • Thank you letters to staff, volunteers, performers
  • Thank you presentation to sponsors
  • Evaluation / debrief with key stakeholders
  • Close off budget
  • Hold a de-brief session to look at ways of improving the event