Event Checklist

When Task Notes Who? Status

ADMIN: Develop a Project Brief
Start of project Templates on ANW website
(Basics/Scope/Promotion Overview*)
Templates on ANW website. Treasurer/book keeper
ADMIN: Identify resources required and
Start of project to remind all to keep receipts/invoices relevant to
Develop Budget
project
Start of project, ADMIN: Start budget spreadsheet and
Ongoing update throughout event
Fill out a communications plan with list of dates and
publications in which you wish to advertise or
Start of project, PROMOTION AND MARKETING: Develop
promote. Include website, social media, press
ongoing Communication plan for event
releases, e-news. Appoint media liaison. Don’t
forget ANW Calendar
Start of project, ADMIN: Contact list – listing all relevant
ongoing stakeholders, roles and contact details
ADMIN: Ensure that all involved have
Start of project
public liability insurance
ADMIN: Complete Risk Assessment
Start of project Template on ANW website
Checklist
meeting regularly with all stakeholders to confirm
COMMUNITY ENGAGEMENT: Arrange their tasks and activities, make clear your
schedule for regular team meetings with expectations of their contribution (speakers,
Start of project
relevant stakeholders and provide performers, caterers, cleaners, printers, venue
regular status reports managers, govt authorities, police, emergency
services, community reps etc)
ADMIN: Set up online booking (if Trybooking.com. Ensure that it contains photo
Start of project
required) consent form.
ADMIN: Checklist – ensure this checklist
Start of project,
is up to date and includes appropriate
Ongoing
timelines.
VENUE: Conduct site visit and identify
Prior to 12 weeks
infrastructure, power and lighting
out
requirements
COMMUNITY ENGAGEMENT: Contact
12 weeks out local businesses and community groups
to become involved in the event
VENUE: Book venue and fill out
appropriate application / paperwork
12 weeks out
ensuring you get quotes and book any
external service providers
Event Checklist
When Task Notes Who? Status
EVENT PROGRAM: Develop activities
12 weeks out list/agenda/programming/schedule
including artist register

VENUE: Prepare hire equipment list

11 weeks out with (tables, chairs, marquees/tents, AV
ongoing updates equipment etc), booking any required for
external service providers
Ensure message and design is consistent and
PROMOTION AND DOCUMENTATION: accurate
11 weeks out
Graphic Design Flyer/Poster/Tickets/Invitations/Ads/Feedback
Forms
PROMOTION AND DOCUMENTATION:
Determine if photographer required or if
10 weeks out
officer photography is sufficient, book
photographer if necessary
EVENT PROGRAM: Organise a Welcome
10 weeks out
to Country (if applicable)
Travel, accom, letter of confirmation/contract, info
EVENT PROGRAM: Book and arrange for
10 weeks out package if needed with all bookings and fees.
MC/Speakers, Artists and Special Guests
Template of agreement on ANW site.
VENUE: Identify catering requirements Beverages (if alcoholic - need RSA licence) Food
10 weeks out
for speakers, artists, volunteers, staff (need to comply with food safety legislation)
VENUE: Get quotes from catering
9 weeks out
companies
ADMIN: Prepare an event run sheet
8 weeks out with
outlining all the tasks for event set up,
ongoing updates
during event and event bump out

PROMOTION AND DOCUMENTATION:

Prepare invitation distribution list and
8 weeks out
ensure you include information about
your wet weather contingency plans
ADMIN: Obtain signed contract for
8 weeks out artists/speakers – ensure contract is
signed by both parties
Event Checklist
When Task Notes Who? Status
ADMIN: Identify and organise speaker /
8 weeks out
performer gifts (if required)
VENUE: Catering - Confirm menus and
8 weeks out
prices
ADMIN: Prepare a event signage list:
Directional signage (toilets/no entry)
7 weeks out Event and sponsor/partner logos.
/Promotional signage /Sponsor or
partner signage/Program
VENUE: Prepare site maps and arrange
6-8 weeks out delivery times for catering and
equipment
COMMUNITY ENGAGEMENT: Advise local
6 weeks out businesses and residents of the event,
any road closures

COMMUNITY ENGAGEMENT: Invite local

6 weeks out
Councillors, Federal and State Members
to attend event (if relevant)
PROMOTION AND DOCUMENTATION:
6 weeks out Send out electronic and hard copy
invitations

EVENT PROGRAM: Contact Participants

with update/reminder. If applicable,
provide attendees with list of
4 weeks out Email/print version of event and schedule
requirements, responsibilities, agenda or
program (ask if they have any
needs/requirements)

EVENT PROGRAM: Prepare MC

4 weeks out notes/script; notes for guest speakers (if
required)
VENUE: Order and / or print remaining
4 weeks out
signage
VENUE: Arrange for collection of keys /
2 weeks out swipe cards and after hours access if
required
PROMOTION AND DOCUMENTATION:
2 weeks out
Print out feedback forms.
Event Checklist
When Task Notes Who? Status
VENUE: Confirm final numbers for
2 weeks out catering, and confirm delivery
times/places
EVENT PROGRAM: To speakers/artists/
2 weeks out Send through notes, event brief, map
and run sheet
ADMIN: Print out participant lists, and
1 week out note whether all have signed photo
consent form
1 week out VENUE: Conduct final site visit
1 week out VENUE: Collect existing signage
Print sheet for management with delegated tasks
1 week out ADMIN: Print event run sheet for staff
and timeline
PROMOTION AND DOCUMENTATION:
DURING Record and document event - staff
photographer or external provider
PROMOTION AND DOCUMENTATION:
DURING
Distribute and collect feedback forms
Post event ADMIN: Restock all event boxes
PROMOTION AND DOCUMENTATION:
Post event Upload photos etc onto dropbox or file
accordingly
PROMOTION AND DOCUMENTATION:
Analysis - how did event go? What went well?
Post event Arrange debrief with event staff and
What could we do beter?
other relevant stakeholders involved

ADMIN: Write thankyou letters / emails

and send to all stakeholders,
Post event
contributors, donors/sponsors,
volunteers and other relevant event staff

ADMIN: Ensure all invoices are received,

Post event
reconciled and paid, bank any income
ADMIN: Prepare financial statement of
Post event
actuals v budget.
PROMOTION AND DOCUMENTATION:
Post event
Final event report and acquittal
Event Checklist
Task Notes
ADMIN: Develop a Project Brief
Templates on ANW website
(Basics/Scope/Promotion Overview*)
Templates on ANW website. Treasurer/book keeper
ADMIN: Identify resources required and
to remind all to keep receipts/invoices relevant to
Develop Budget
project
ADMIN: Start budget spreadsheet and
update throughout event
ADMIN: Contact list – listing all relevant
stakeholders, roles and contact details
ADMIN: Ensure that all involved have
public liability insurance
ADMIN: Complete Risk Assessment
Template on ANW website
Checklist
ADMIN: Set up online booking (if Trybooking.com. Ensure that it contains photo
required) consent form.
ADMIN: Checklist – ensure this checklist
is up to date and includes appropriate
timelines.
ADMIN: Prepare an event run sheet
outlining all the tasks for event set up,
during event and event bump out
ADMIN: Obtain signed contract for
artists/speakers – ensure contract is
signed by both parties
ADMIN: Identify and organise speaker /
performer gifts (if required)
ADMIN: Prepare a event signage list:
Directional signage (toilets/no entry)
Event and sponsor/partner logos.
/Promotional signage /Sponsor or
partner signage/Program
ADMIN: Print out participant lists, and
note whether all have signed photo
consent form
Print sheet for management with delegated tasks
ADMIN: Print event run sheet for staff
and timeline
ADMIN: Restock all event boxes

ADMIN: Write thankyou letters / emails

and send to all stakeholders,
contributors, donors/sponsors,
volunteers and other relevant event staff

ADMIN: Ensure all invoices are received,

reconciled and paid, bank any income
ADMIN: Prepare financial statement of
actuals v budget.
VENUE: Conduct site visit and identify
infrastructure, power and lighting
requirements
VENUE: Book venue and fill out
appropriate application / paperwork
ensuring you get quotes and book any
external service providers
VENUE: Prepare hire equipment list
(tables, chairs, marquees/tents, AV
equipment etc), booking any required for
external service providers

VENUE: Identify catering requirements Beverages (if alcoholic - need RSA licence) Food
for speakers, artists, volunteers, staff (need to comply with food safety legislation)
VENUE: Get quotes from catering
companies
VENUE: Catering - Confirm menus and
prices
VENUE: Prepare site maps and arrange
delivery times for catering and
equipment
VENUE: Order and / or print remaining
signage
VENUE: Arrange for collection of keys /
swipe cards and after hours access if
required
VENUE: Confirm final numbers for
catering, and confirm delivery
times/places
VENUE: Conduct final site visit
VENUE: Collect existing signage
meeting regularly with all stakeholders to confirm
COMMUNITY ENGAGEMENT: Arrange their tasks and activities, make clear your
schedule for regular team meetings with expectations of their contribution (speakers,
relevant stakeholders and provide performers, caterers, cleaners, printers, venue
regular status reports managers, govt authorities, police, emergency
services, community reps etc)

COMMUNITY ENGAGEMENT: Contact

local businesses and community groups
to become involved in the event
COMMUNITY ENGAGEMENT: Advise local
businesses and residents of the event,
any road closures

COMMUNITY ENGAGEMENT: Invite local

Councillors, Federal and State Members
to attend event (if relevant)
Fill out a communications plan with list of dates and
publications in which you wish to advertise or
PROMOTION AND MARKETING: Develop
promote. Include website, social media, press
Communication plan for event
releases, e-news. Appoint media liaison. Don’t
forget ANW Calendar
Ensure message and design is consistent and
PROMOTION AND DOCUMENTATION: accurate
Graphic Design Flyer/Poster/Tickets/Invitations/Ads/Feedback
Forms
PROMOTION AND DOCUMENTATION:
Determine if photographer required or if
officer photography is sufficient, book
photographer if necessary
PROMOTION AND DOCUMENTATION:
Prepare invitation distribution list and
ensure you include information about
your wet weather contingency plans
PROMOTION AND DOCUMENTATION:
Send out electronic and hard copy
invitations
PROMOTION AND DOCUMENTATION:
Print out feedback forms.
PROMOTION AND DOCUMENTATION:
Record and document event - staff
photographer or external provider
PROMOTION AND DOCUMENTATION:
Distribute and collect feedback forms
PROMOTION AND DOCUMENTATION:
Upload photos etc onto dropbox or file
accordingly
PROMOTION AND DOCUMENTATION:
Analysis - how did event go? What went well?
Arrange debrief with event staff and
What could we do beter?
other relevant stakeholders involved
PROMOTION AND DOCUMENTATION:
Final event report and acquittal
EVENT PROGRAM: Contact Participants
with update/reminder. If applicable,
provide attendees with list of
Email/print version of event and schedule
requirements, responsibilities, agenda or
program (ask if they have any
needs/requirements)

EVENT PROGRAM: Prepare MC

notes/script; notes for guest speakers (if
required)
EVENT PROGRAM: Organise a Welcome
to Country (if applicable)
Travel, accom, letter of confirmation/contract, info
EVENT PROGRAM: Book and arrange for
package if needed with all bookings and fees.
MC/Speakers, Artists and Special Guests
Template of agreement on ANW site.
EVENT PROGRAM: Develop activities
list/agenda/programming/schedule
including artist register
EVENT PROGRAM: To speakers/artists/
Send through notes, event brief, map
and run sheet
When Who? Status
Start of project

Start of project

Start of project,
Ongoing
Start of project,
ongoing

Start of project

Start of project

Start of project

Start of project,
Ongoing

8 weeks out with

ongoing updates

8 weeks out

8 weeks out

7 weeks out

1 week out

1 week out
Post event

Post event

Post event

Post event

Prior to 12 weeks
out

12 weeks out

11 weeks out with

ongoing updates

10 weeks out
9 weeks out

8 weeks out

6-8 weeks out

4 weeks out

2 weeks out

2 weeks out

1 week out
1 week out

Start of project

12 weeks out

6 weeks out

6 weeks out

Start of project,
ongoing

11 weeks out

10 weeks out

8 weeks out

6 weeks out

2 weeks out

DURING

DURING
Post event

Post event

Post event

4 weeks out

4 weeks out

10 weeks out

10 weeks out

12 weeks out

2 weeks out