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?)