Below are some factors that you should consider when planning your event (not all items may be applicable):

Event Planning Checklist

Planning Meetings

  • Dates of planning team meetings
  • Date of event
  • Distribution of tasks
  • Planning team phone numbers

Site of Event

  • Location
  • Contact person & phone number
  • Cost
  • Insurance
  • Map
  • Travel directions
  • Cleanup
  • Food service
  • Publicity
  • Site visit

Site Visit

  • Parking areas
  • Parking guides
  • Reserved parking
  • Security
  • Security guards

Signs

  • Outdoor signs needed
  • Indoor signs needed
  • Amplification system
  • Audiovisual equipment
  • Videotaping
  • First Aid / Doctor on call?
  • Phones
  • Information desk
  • Handicapped access
  • Restrooms
  • Water fountains
  • Procedure for communicating emergency
  • messages

Registration area

  • Tables & chairs
  • Easel / bulletin board for poster
  • Display table
  • Wastebasket
  • Workshop area
  • Number of rooms and how equipped
  • Dining area
  • Arrangement & amount of seating
  • Collecting meal tickets
  • Billing process
  • What if rain? (impact?)

Food Service

  • Number to be served
  • One or more seatings
  • Date to give guaranteed number
  • Date number can be increased and by how many
  • Meal tickets
  • Menu
  • Cost and billing process
  • Adults to oversee

Budget

  • Costs
  • Registration fee and deadline
  • Early-bird registration? Deadline?
  • Receipts for purchases
  • Paying bills
  • Deposits
  • Refunds

Publicity

  • Logo design
  • Flier design
  • Poster design
  • Event on church website
  • Registration form design (avail. on website?)
  • Mailing lists
  • Social media announcements: Facebook, Instagram, Tiktok etc. 
  • Radio & TV announcements
  • School announcements
  • Letters and fliers
  • Calendar-of-events announcement.
  • Newsletter announcement.
  • Bulletin announcement
  • Meeting at which to publicize event
  • Contact for videotaping
  • Background on keynote presenter and camera-ready
  • photos

Program

  • Schedule
  • Program booklet design
  • Request copyright permissions
  • Workshop descriptions
  • Number of copies needed
  • Welcome remarks
  • Announcements
  • Communicate with sound and video systems personnel
  • Seat reserved signs
  • Opening prayer
  • Special guests
  • Persons to be invited
  • Meal tickets
  • Invitation? (who gives it?)
  • Follow-up cards for prospects, take-home tracts, etc.

Keynote Presenter

  • Cost
  • Travel arrangements
  • Ground transportation
  • Accommodations and meals
  • Introduction
  • Videotaping
  • Amplification system
  • Person to assist presenter
  • Confirmation letter, event schedule, travel directions
  • Introduction of speaker

Supplies

  • Souvenir items
  • Name tags / lanyards (event schedule printed on
  • backside)
  • Meal tickets
  • Ushers’ badges
  • Pencils, pens, paper
  • Extra information / booklets for adult leaders

Workshops

  • Presenters
  • Confirmation letter & travel directions
  • Biographical and A/V form
  • Meal tickets
  • Descriptions for program booklet
  • Introductions of presenters
  • Product table (CD’s, books, etc.)
  • Diagram layout of rooms
  • Number of seats needed in each
  • A/V equipment
  • Workshops assigned to rooms
  • Room signs
  • Poster diagram of workshop rooms’ locations
  • Hall monitors
  • Person to verify room setups

Registration

  • Location for students to register
  • Mail-out with brochure re: event, registration card for
  • event included
  • Pre-registration deadline (consider food service)
  • Registration process
  • Assignment. of participants to workshops
  • Registration desk staffing
  • Supervise registration process
  • Registration desk
  • Lists
  • Alphabetized list to identify workshop locations
  • Emergency phone numbers
  • Alphabetical boxes of registrants’ program booklets/
  • name tags / meal tickets; A-F; G-M; N-Z
  • Program booklets / name tag /meal tickets for staff,
  • presenters, special guests
  • Marking pens, masking tape, petty cash, cash box
  • First-aid kit
  • Ushers’ badges
  • Blank registration forms for at-the-door registrations
  • Items for display table

Follow-Up

  • Thank you letters
  • Youth volunteers
  • Adult volunteers
  • Presenters
  • Contact persons
  • Honorarium checks / travel expense checks
  • Financial report of income and expenses
  • Statistical report
  • Evaluation
  • By staff and volunteers
  • By youth group members (have students evaluate at last
  • workshop session?)