Special Event Checklist (Page 2 of 3) in pdf

Special Event Checklist Page 2

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

Special Event Checklist Page 2