Event Planning Checklist

Use the checklist below to build out the items necessary in planning and budgeting for your event. Include every item as part of your planning, even those in-kind donations and services.

Venue

♦ Event space
♦ Holding room, business office or pressroom
♦ Dressing or break rooms
♦ Set-up and clean-up
♦ Lights/sound hookup
♦ Special electrical, internet or telephone hookups
♦ Venue/Stage managers
♦ Stage crew
♦ Coat check staff
♦ Security
♦ House staff
♦ Other

Food Service

♦ Number of people to be served

– Food
– Beverages
– Total cost

♦ Waiters, Bartenders

– Bar setup and glassware

♦ Rented table service, Table linen, Waiters trays and stands
♦ Catering kitchen rentals

– Tables
– Ovens
– Heating lamps

♦ Gratuities/Service charge
♦ Sales tax
♦ Other
♦ Cost per person

Equipment

♦ Canopy or tent
♦ Backdrop or trellis
♦ Tables, Chairs
♦ Flooring or carpeting
♦ Risers
♦ Ropes or stanchions
♦ Podiums/podium lights
♦ Props
♦ Registration tables and chairs
♦ Portable restrooms
♦ Booths
♦ Heaters
♦ Fans
♦ Easels/Sign standards/Weights
♦ Coat racks/Hangers
♦ Mirrors
♦ Trash containers
♦ Fencing
♦ Generators
♦ Delivery
♦ Other

Design / Printing / Online

♦ Design concept and package
♦ Advance announcements/save the dates
♦ Invitations
♦ Confirmation notices
♦ Programs
♦ Tickets
♦ Maps
♦ Place cards/table assignments
♦ Signs
♦ Registration packets
♦ Name tags and holders
♦ Table numbers
♦ Awards
♦ Any other printed materials
♦ Other

Postage & Shipping

♦ Postage for mailing printed materials
♦ Bulk mail of promotional materials
♦ Mailing house charges
♦ Shipping and handling
♦ Other

Transportation

♦ Shuttles
♦ Traffic control and parking attendants
♦ Valet
♦ Traffic directional signage
♦ Other

Decorations

♦ Flowers
♦ Table decorations
♦ Extra plants
♦ Candles/candelabra/votive
♦ Podium décor
♦ Stage scenery
♦ Other

Audio-Visual Equipment

♦ Slide, data, overhead and film projectors
♦ Teleconferencing services
♦ Screens
♦ Extension cords
♦ Projector carts
♦ Microphones
♦ Mixers
♦ Speaker system
♦ Computers
♦ Tape recorder
♦ Television monitors
♦ VCRs
♦ Pointers
♦ Flip charts
♦ Blackboards/white board
♦ Technician and operator services
♦ Other

Entertainment

♦ Fees
♦ Instrument rental
♦  Promoter fees
♦ Additional equipment (i.e. speakers, monitors, music stands)
♦ Hospitality
♦ Other

Publicity

♦ Advertising
♦ Website
♦ Social Networking
♦ Photographer
♦ Printed photos/photo albums/proof sheets
♦ Videographer
♦ Slides
♦ Entertaining/hospitality for the press
♦ Press room office equipment (computers, fax, copiers)
♦ Banners
♦ Other

Office Expenses

♦ Overtime and compensatory time
♦ Additional staff (temporaries, students)
♦ Data processing
♦ Telephones and toll charges
♦ Duplicating
♦ Postage for general correspondence
♦ Supplies (pens, pads, decals, folders, nametags)
♦ Committee materials
♦ Hospitality for committee members/volunteers
♦ Staff accommodations
♦ Staff travel and expenses
♦ Other

Miscellaneous

♦ VIP travel and expenses
♦ Honoraria
♦ Gifts
♦ Mementos
♦ Security
♦ Fire marshal
♦ Medical personnel
♦ Taping and transcribing proceedings
♦ Permits
♦ Certification
♦ Internet access (Web design, Web-casting)
♦ Complimentary tickets
♦ Other

Source: The 4 Keys to Successful Special Events