Lo Draft-16 July

Event management checklist

Item
Event

Task
Objectives and theme
Date and time
Program

Detail
Confirm desired outcomes; tailor event ideas
accordingly.
Check for event clashes and then select a date/
time.
Select and confirm a format.

Recommended Time
before the event
4-6 weeks
4-6 weeks
3-4 weeks

Budget

Estimate Plan

Draw up a budget to include venue hire, catering,

AV, publicity, artwork, printing, insurance and
other costs.

4-6 weeks

Timeline

Plan

Develop a timeline to include all major tasks,

assigning a task deadline and responsible person.

4-6 weeks

Venue

Site inspection

Check lay-out, location, traffic patterns, disability

accessibility.
Book one with suitable size, facilities and location
for your event.
If outdoors, have a plan B for inclement weather.

4 weeks

Booking
Contingency plan
Services

Book photographer.
Organise audio visual, sound check and lighting.
Book a caterer, confirm menu selection and
follow-up.
Organize signage, banners and other display
materials.

2-4 weeks
2-4 weeks
2-4 weeks
2-4 weeks
2-4 weeks
2-4 weeks

Responsible Person

Lo Draft-16 July

Item

Program
Invitations

Publicity

Task

Recommended Time
before the event
2-4 weeks

Security and parking

Obtain security, parking and accessibility details.

Guest speakers
Master of Ceremony
Wordings
Guest list
Printing
Mail-out
RSVPs

Invite; make arrangements for participation.

Invite; confirm participation.
Draft invitation and get approval for text.
Develop and circulate to stakeholders for approval.
Print/write out the invitation cards or letters.
Coordinate mail-out of all invitations.
Record RSVPs and develop name list of expected
guests.

6-8 weeks
4 weeks
4 weeks
4 weeks
3-4 weeks
3-4 weeks
1 week

Advertisements

Organnise artwork/ design/text approvals/ printing.

2-3 weeks

Media

Provide information to the Media Unit for press

releases.
Release information through other mediums.
Distribute in visible approved areas.

2 weeks

Draft and circulate to stakeholders for approval.

Compile a Event Brief to include:
speaking notes;
expected audience and other VIPs in
attendance;
Program;
campus map indicating parking areas;
and, mobile contacts of two events staff for last
minute emergencies.

2 weeks

Other mediums
Posters and flyers
Logistics

Detail

Order of Proceedings
Events Brief for
Speaker(s)

2 weeks
1 week

1-2 weeks

Responsible Person

Lo Draft-16 July

Item

Task
Speakers/VIP liaison
Security/parking
Final RSVP List
Name tags / place cards
Event hand-outs
Seating charts
Multi-media show
Music
Additional equipment

Documentation

Invoices, petty cash,

receipts, financial forms
Evaluation Sheet

Acknowledgements Thank you letters/emails

Detail
Send Event brief to the guest speakers.
Arrange and confirm any necessary requests.
Develop a final guest attendance list from RSVPs.
Print or write out from the final RSVP list.
Coordinate programs, certificates, plaques,
information brochures, tickets, show bags, or other
hand-outs.
Compile charts and place at the venue entrance.
Organise requirements for multi-media
presentation.
Coordinate selection and playing of required
music.
Oversee set-up of fax machines, computers,
photocopiers etc.
Supervise and manage.
Compile, share information and file for reference.
before the next event.
Distribute thank-yous to all stakeholders.

Recommended Time
before the event
7-10 days
1-2 weeks
2 days
1-2 days
1-4 weeks
2 days
2 days
1 week
1-7 days
On-going
1-7 days after
2-3 days after the
event

Responsible Person