Event Planning Checklist
Use this checklist to assist you in planning a successful event. Remember, this checklist may not have
all of the specifics that your event requires so make sure that you brainstorm prior to starting your
event planning to make sure that you have everything covered. And lastly, make sure to have fun!
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BRAINSTORMING:
 What will the event be?
o Establish event goals and
objectives
o Is this event realistic and will it
advance your competition
goals?
 When: Determine the best time for this
event to happen. Date:
___/____/_______
o . Make sure that you have
ample time prior to the event
to get everything together.
 Where: Location, location, location!
Where your event will be held is
dependent on what the event will be.
Make sure that you do the following
o Determine what you need for
the event
o Check out the landscape
o Determine rain location of
event
 How many attendees would you like to
have?
 What materials are needed for the
event?
 What resources do you need to make
this event happen? What resources do
you already have?
 Do you need volunteers to help you out
with the event? How many?
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 How long will the event last?
o What are you planning to do
during this time? Will you have
multiple activities or just one?
BUDGETING:
 See included budget sheet
SCHEDULING:
 Officer/ person in charge
Name:______________________
 Contact the appropriate persons or to
reserve the room or space that the
event will take place in
o What size room do you need?
o What kind of tech is needed?
 Tentatively book a couple of dates
 If you are going to have a guest speaker
or performer, arrange travel
arrangements
 If you are going to have a guest speaker
or performer, make lodging and/ or
dinner arrangements
PERMITS & PERMISSIONS:
 Officer/ person in charge
Name:______________________
 Determine if you need any of the
following:
o Food Permit
o Outdoor Space Permit
o Sound Permit
o Sanitation Permit
o Sales/fundraising Permit
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 Complete any necessary paper work or
applications to secure the physical
space for the event.
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GRANT/ FUNDRAISING:
 Officer/ person in charge
Name:_____________________
 Are you applying for grants or financial
support from your school?
 Are you applying for financial support
from Net Impact?
o Reminder: You have a $300 USD
pool of money for the spring
2015 challenge.
 Contact Small Steps’ Coordinator for
more information on financial options
ADVERTISING AND MARKETING:
 Officer/ person in charge
Name:_______________________
 What forms of advertising and
marketing will you use to promote the
event?
o Posters
o Flyers
o Email Listserves
o Posting to your school group on
Smallsteps.myactions.org
o Chalking
o Other
SHOPPING:
 Officer/ person in charge
Name:________________________
 Supplies needed for your event:
o Food?
 Utensils
 Plates
 Napkins
 Cups
o Decoration
o Cashbox
o Laptop
o Tablet
o Other:
 ___________________
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___________________
___________________
WEEK BEFORE:
 Officer/ person in charge
Name:__________________________
 Confirm the reservation (date and time)
of event.
 Confirm that all necessary permits and
permissions have been signed and
submitted
 Assign event shifts for volunteer
 Create and programs or fliers needed
for the event
DAY OF EVENT:
 Officer/ person in charge
Name:________________________
 Arrive early for event set-up
 Greet guests
 Sign people up on the spot for SSBW via
computers or tablets
 Smile and have fun!
 Clean up
AFTER THE EVENT:
 Officer/ person in charge
Name:________________________
 Send thank you notes to special guests
and volunteers
 Do a post-event evaluation (see
included sheet)
**Don’t forget to keep a list of the event guests, their
emails addresses and their phone numbers so that you
can contact them in the future.
**Keep an organized list of the people and their contact
information of all the people who are working on or will
be a part of the event (speakers, performers, etc.).