EVENT PLANNING GUIDE/CHECKLIST

[Pages:3]EVENT PLANNING GUIDE/CHECKLIST

OVERALL

9 Determine concept/theme for event

9 Designate a coordinator

9 Create committees to share in the work of planning and implementing the event.

Suggested committees include:

Publicity

Entertainment and

Food

activities

Setup

Cleanup

9 Evaluate goals and expected outcomes

9 Determine rules and regulations for event in the accordance with the appropriate

city and state rules and regulations

9 Collect appropriate permits

9 Designate a day and time

9 Anticipate attendance ? does the space have room for activities and participants?

9 Secure site

9 Check for potential conflicts with other events

9 Confirm date with key participants

9 Set rain date if applicable

9 Anticipate alternate location, set-up and transportation

9 Put everything in writing: contracts, booth agreements, supplier agreements, etc.

FINANCE CHECK LIST

9 Identify resources and develop budget 9 Inventory equipment needs 9 Determine sponsorship opportunities 9 Identify in-kind services 9 Arrange payment and billing procedures 9 Determine event insurance needs

LOGISTICS

9 Site plan

9 Accessibility plan

9 Portable restroom facilities (150 guests per portable unit)

9 Parking and transportation plan

Public

Valet

Vendors

Performers

VIP

Bicycle

Staff / volunteers

Other

9 Determine needs

- Rental equipment:

 Stages Chairs Refrigeration Audio / visual Power Tents / canopies

- Building needs

- Power needs and distribution

- Emergency vehicle access

- Security needs 9 Setup / tear-down schedule 9 Trash and recycling 9 First aid 9 Water station(s) 9 Policies: lost child, communications 9 Command post / emergency procedures 9 Onsite money collection 9 Site preparation ? mow grass, plow snow, etc. 9 Decorations 9 Pre and post-event walk through

Fencing Barricades Signage Tables Communication

equipment

PROMOTIONS

9 Send invitations 3 weeks in advance of event

9 Contact media if applicable

9 For an official invitation to the Mayor, City Council and other City officials, contact

Sarah Kane in the City Manager's Office at 970-416-2447.

9 Create posters, flyers, banners, brochures, nametags, gift bags, news releases, etc.

Specific information includes:

Date

Activities

Time

Who to call for more

Location

information

Cost

VENDORS / CONCESSIONAIRES

9 Determine what types are appropriate Food / beverage Merchandise and

services Community

organizations Children's activities Arts ? visual and

performing Hands-on activities Beer / wine Other

9 Recruit vendors 9 Arrange for equipment 9 Alert vendors of necessary permits and sales tax licenses 9 Determine financial methods on site 9 Survey vendors after event 9 Determine setup / tear-down procedures

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