Pre-Event Planner Checklist

 Just follow the steps below.  Use these icons (top right of this section) to create a PDF file, print, or email it for future reference.

This is helpful for anyone who is helping with event setup and preparation.

6-8 Weeks before the Event

____      Set a budget.

____      Choose the type of event (private, public, promotional, employee perk, etc.).

____      Select a theme (formal, costume, colors, etc).

____      Make reservations for facilities, caterers, photographers, and other service providers.

____      Prepare a guest list with addresses and phone numbers.

____      Make or purchase invitations.

____      Select promotional options.

3-4 Weeks before the Event

____      Address and mail invitations.

____      Plan entertainment, food and beverages.

____      Arrange for people to work or volunteer to set up, monitor, take down.

____      Think about supplies you'll need, such as extra chairs, dishes, and napkins.

____      Start promoting the event.

1-2 Weeks before the Event

____      Call to confirm all orders and extra help (photographer, caterer, volunteers)

____      Create an attending guest list from the RSVPs.

The day before the Event

___      Check the cleanliness/orderliness of the facility.

____      Set up the supplies and or decorations.

____      Create a time chart for the day of the Event and list tasks with their estimated completion times.

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