Event Checklist

Planning an event can be a lot of fun if you're prepared and organized. This checklist outlines the steps you can take to plan an event for National Child Health Day, October 7, 2002. Use this checklist to guide you through the planning process and to make sure you don't forget anything.

* Indicates that this step should be continued throughout the planning process.

Beginning Steps

(Start as soon as possible, but at least six weeks before the event.)

• Set up a planning committee and meet with them regularly. *
  
• Develop goals; what do you want to accomplish?
  
• Identify your target audiences; who do you want to attend?
  
• Determine the size and atmosphere for the event.
  
• Develop a preliminary budget.
  
• Recruit and secure sponsors, if necessary.
  
• Select location and plan logistics (room setup, food, audiovisual equipment, etc.). *
  
• Research the names and addresses of individuals and organizations you would like to invite.
  
• Send out a "Save the Date" notice via mail, e-mail, or fax.
  
• Finalize the budget.
  
• Determine what materials and outside services you will need and begin to contract with outside vendors. Don't forget food and beverages; room setup, including tables and chairs; signs and banners; decorations, including flowers; entertainment; and attendee giveaways.
  
• Begin developing your materials.
  
• Begin setting the agenda.
  
• Write and mail letters to recruit partners; include project background.
  
• Call potential partners to seek commitments.
  
• Touch base with sponsors to update them on your progress. *

Three Weeks Before the Event

• Finalize and reproduce materials (except for the agenda and participants list, which should be printed in the final week before the event).
  
• Mail out invitations.
  
• Write to speakers to ask their participation.
  
• Compile a list of media outlets that may be interested in covering your event.
  
• Make a list of materials to be taken to the location and begin packaging them.
  
• Contact speakers to discuss their presentations and see it they need additional information and support.

One Week Before the Event

• Finalize the agenda and have it printed.
  
• Make staff assignments (including registration staff, note taker, audiovisual coordinator, and speaker greeter) and explain duties to all staff members.
  
• Verify details with venue; confirm audiovisual needs; send venue your room layout and any special instructions.
  
• Continue calling reporters to encourage attendance.
  
• Touch base with speakers to make sure that they have the correct date and location of the event, as well as the time they are expected to speak. Give speakers the name of a contact person who will greet them upon arrival.
  
• Assemble materials for distribution to participants; send them to
  the venue.
  
• Print nametags, if applicable.

The Day Before the Event

• Doublecheck to make sure that all materials arrived at the venue.
  
• Pack an "emergency kit" with any miscellaneous materials you may need (tape, scissors, stapler, pens, pencils, paper, phone numbers of speakers, etc.).

The Day of the Event, October 7, 2002

• Arrive early and check that the location is set up correctly and that audiovisual materials are available as requested. Check all microphones, projectors, audio equipment, and computer connections.
  
• Check the registration area. Make sure nametags and supplies are plentiful. Plan to have staff members at registration.

Approximately One Hour Before the Start of the Event

• Make sure staff are in correct locations and that all areas are covered for the entire event.
  
• Allow time for run-throughs if requested by your speakers or needed by entertainers.
  
• Make sure that signs directing people to the event are posted.

Follow-Up After the Event

• Send thank you letters to sponsors.
  
• Send thank you letters to speakers.
  
• Contact organizations that attended the event to discuss potential collaboration.