EVENT PLANNING CHECKLIST

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

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

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 

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

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

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

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

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

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

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