Specialevents

EVENT PLANNING CHECKLIST

Event Plan

• 15 Weeks Prior

• Determine goals and purpose of event

• Select date and time

• Research potential funding sources

• Select and reserve venue

• Schedule rain plan, if applicable

• Develop communications plan 

• Ensure inclusivity and sustainability 

• Schedule meetings with event team

• Determine guest list  

• Investigate needs for special permits, licenses, insurance, etc.

• Research potential vendors

• Create and distribute production schedule for any design elements

• 12 Weeks Prior

• Update any website material

• Add event to campus calendar and discuss other internal promotion opportunities

• Contact (or schedule) Georgia Tech Police Department

• Contact Parking & Transportation  

• Create timeline and delegate duties

• Plan for live web stream

• Schedule photographer

• Schedule videographer

• Select designer/printer

• Set marketing/PR schedule

• Order/design save-the-date cards or emails

• Determine if large-scale promotional items will need to be designed and made (e.g., large signs, posters, etc.)

• Begin researching travel arrangements and hotel options

• Schedule meeting with Event Logistics Committee if hosting outdoor event

• 10 Weeks Prior

• Reserve hotel, plane, and travel accommodations for speakers/VIPs and staff, if applicable

• Secure A/V needs for event

• Design and create/order invitations

• Select & book caterer

• Secure entertainment/musicians

• Begin designing printed pieces (i.e. invitations, tickets, fliers, programs, pamphlets, out-of-town guest booklets, etc.)

• Develop press release and calendar listings

• Request and receive speaker/VIP bios

• Send save-the-dates

• Order plants/flowers

• Schedule President’s Podium

• Coordinate meeting with fire marshal

• Schedule supplemental staffing

• Order radios

• Send preliminary volunteer requests

• Request participation of additional speakers

• Reserve additional set-up materials

• Order additional décor materials

• Complete/submit Event Details

• Brainstorm "WOW" factor pieces for event 

• 8 Weeks Prior

• Review printed materials with your designer

• Set menu with caterer – know that you can confirm the final head count approximately a week prior to the event

• Secure permits and insurance

• Determine if awards/trophies will be given and research companies

• Release press announcements to national and local print media

• Order any giveaways

• Order any giveaways

• Determine parking and obtain directional maps for visitors to include with invitation

• Confirm accessibility resources

• Order gifts for participants/speakers

• Request Tech spirit aspects

• Begin editing printed programs/materials

• Schedule A/V run-through the day before the event

• Secure Green Room

• 6 Weeks Prior

• Assemble/address invitations

• Create RSVP tracking system

• Mail invitations

• Order awards

• Distribute fliers/emails advertising event

• Finalize transportation logistics for VIPs and out-of-town guests

• Release press announcements to local TV, radio media

• Determine if signage needs to be produced – if out-of-house, order signage and large promotional materials

• Hold walk-through with major stakeholders/committee members to ensure all needs are met

• Secure musicians/entertainers sound check

• Determine liquor needs, if any

• Order liquor

• Purchase all needed decorations, other than flower arrangements

• Begin making decorations, if need be 

• Order extra trash receptacles

• Order extra recycling bins

• 4 Weeks Prior

• Confirm staff/volunteers for each aspect of the event

• Make parking and directional signs that can be created in-house

• Create welcome packets/materials for attendees

• Create script for yourself or for VIPs/presenters

• Confirm all travel arrangements

• Confirm security needs and plan walk-through of site with them

• Coordinate with accounts payable and vendors on when payment will be received (in most cases, unless you purchase alcohol, after services are rendered)

• Schedule volunteer training

• 1-2 Week(s) Prior

• Follow-up with RSVP list – make personalized phone calls and emails, if necessary

• Send final numbers to the caterer

• Confirm participation with all VIPs/presenters. Send them updated event details, run of shows, and talking points.

• Set meeting to brief President, if applicable

• Create seating plans and room diagrams for assistance with set-up and day-of-event questions

• Develop photo shot list

• Hold pre-event meeting with all significant stakeholders (vendors, managers of venue, key committee members, and volunteers, etc.)

• Do one last walk-through of venue

• Hold training session with volunteers

• Ensure all printed materials/collateral are assembled and correct

• Make follow-up calls to media

• Make nametags/lanyards for attendees and have extra plain ones on hand for surprise guests

• Create dietary cards

• Create “Event Day Survival Kit” full of needed items: pens, sharpies, tape, scissors, etc.

• Create detailed hour-by-hour event agenda (event plan) for key volunteers/vendors and distribute to them

• Confirm set-up/breakdown with all vendors

• Send final information to participants, including directions, maps, last-minute details, etc.

• Create volunteer duty form

• Wrap gifts

• Distribute parking passes

• Send completed Run of Show and RSVP list within 72 hrs. of event to VIPs

• 1-2 Days Prior

• Create final to-do list to determine all tasks are complete

• Ensure all appropriate contacts’ information is listed where you can easily retrieve it

• Purchase floral arrangements if not provided by vendor

• Recheck all equipment/materials to ensure nothing is damaged, quantity is correct, etc

• Reconfirm schedule with caterer

• Set-up registration area, if possible, so you are prepared for the next day

• Decorate room if you can

• Display parking/directional signs

• Lay out clothes and needed materials (name badge, notebook, etc.)

• Pick up liquor or have it delivered

• Deliver materials/equipment to venue site

• Test live web broadcast

• Be prepared to troubleshoot changes day-of

• Discuss rain plan logistics

• Day of Event

• Arrive early and do one last walk-through

• Oversee vendor set-up

• Ensure all VIP materials are correctly labeled and in place

• Check all set-ups 

• Ensure waters are in podium

• After the Event

• Send thank you notes

• Handle invoices

• Hold post-event meeting with key players

• Send pictures/mementos to VIP guests

• Update website

• Pack up and inventory all materials

• Book next year’s venue, for annual event

• Complete survey of event or any product/service provided