Identify any speeches/remarks
needed
Speeches/remarks written
Book sound system
Sketch out site map (if needed)
showing table placement,
stage, displays, etc.
Determine need for contest
drop boxes, pens, etc.
Determine donations
Arrange for photos
Promotion
Develop promotion plan
Get up-to-date membership list
Develop mailing/contact list for
non-members to be included
Draft letter of invitation (with
RSVP contact)
Produce promotional materials
Implement promotion plan
Mail letters of invitation to
special guests
Issue news release (if needed)
Event Staffing/Volunteers
Identify volunteer/staffing needs
Determine volunteer shifts
Orient/train volunteers
For Event day
Arrange arrival times for
volunteers
Arrange early access to venue
for decorating and set-up
Compile contact list for helpers
Pack “special event kit” with
tape, scissors, pens, paper, etc.
Check arrangements for
garbage disposal and other
clean up
Check any special parking
arrangements
2