Invitations Have you considered… Is it an event or open to everyone? ‘invite only’ Send invitations when the date and venue are How will you invite - post, email, other confirmed (although a If you are going to invite the to ‘save date’ email key individuals might Create invitation and include details date, time, place, RSVP – be useful to ensure Ensure enough lead time for invite and RSVP suggest 4 weeks – availability). Create RSVP spreadsheet if required Communications Have you considered… If you are going to publicise Who do you need to communicate with and Create materials adverts, flyers/posters, online content, radio – what do you need to tell Book adverts or promotion spots them? Do you need a running sheet or order of program? Do you need a spokesperson for your event? Equipment Portable PA system Data Projector/Laptop Is there other equipment that you Portable projector screen need to book or hire? Camera Urn Folding tables Lectern Tea and coffee supplies Cutlery and crockery Budget Venue Catering Have you included everything you need in Equipment hire your budget? Advertising Invitations Performers / presenters
Invitations Send invitations when the date and venue are confirmed (although a ‘save the date’ email to key individuals might be useful to ensure availability). Have you considered… Is it an ‘invite only’ event or open to everyone? How will you invite - post, email, other If you are going to invite Create invitation and include details – date, time, place, RSVP Ensure enough lead time for invite and RSVP – suggest 4 weeks Create RSVP spreadsheet if required Communications Who do you need to communicate with and what do you need to tell them? Have you considered… If you are going to publicise Create materials – adverts, flyers/posters, online content, radio Book adverts or promotion spots Do you need a running sheet or order of program? Do you need a spokesperson for your event? Equipment Is there other equipment that you need to book or hire? Portable PA system Data Projector/Laptop Portable projector screen Camera Urn Folding tables Lectern Tea and coffee supplies Cutlery and crockery Budget Have you included everything you need in your budget? Venue Catering Equipment hire Advertising Invitations Performers / presenters
event-planning-checklist.docx