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Event Checklist Template

This document is a checklist and action sheet for planning an event. It lists the event details, hosts, funding, date, venue, number of attendees, and whether VC or media involvement is required. It then outlines the activities needed to plan the event, including the program, invitations, media/PR, facilities, security, catering, and staffing. For each activity, it lists the person responsible and the due date or status. The checklist provides a comprehensive list of tasks for event planning and coordination.

Uploaded by

Cons Agbon Monreal Jr.
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© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOC, PDF, TXT or read online on Scribd
1K views4 pages

Event Checklist Template

This document is a checklist and action sheet for planning an event. It lists the event details, hosts, funding, date, venue, number of attendees, and whether VC or media involvement is required. It then outlines the activities needed to plan the event, including the program, invitations, media/PR, facilities, security, catering, and staffing. For each activity, it lists the person responsible and the due date or status. The checklist provides a comprehensive list of tasks for event planning and coordination.

Uploaded by

Cons Agbon Monreal Jr.
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOC, PDF, TXT or read online on Scribd
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[NAME OF EVENT]

CHECKLIST & ACTION SHEET

Event Details

Hosts

Funding Body Cost Code

Date Time

Venue

College / Dept.

No. of People

VC Involvement Yes/N Diary request has been sent by


o

PR & Media Yes/N Contact [email protected]


o

Photography Yes/N Contact [email protected]


o

VIPs Attending Yes/N


o

Activity Responsible Due Date /


Status

Planning [add/remove tasks relevant to your event]

 Contact VC’s Office for Diary Request

 Confirm date and time with relevant


staf

 Confirm MC for the event

 Arrange plaque for unveiling (for building


openings)

 Prepare background and speech notes


for VC

 Book fleet vehicle for event (if required)

Program

 Prepare draft run sheet and forward to


relevant staf
[NAME OF EVENT]
CHECKLIST & ACTION SHEET

 Arrange Welcome to Country and


Indigenous Performers (if required)

 Arrange staf / students for tour stops

 Arrange pre-tour of facilities with VC

 Finalise run sheet which includes list of


VIPs and forward to relevant staf

Invitations

 Compile draft invite list including VIPs,


Politicians, senior staf and staf
involved in project

 Send invitation list to relevant areas for


review

 Draft invitation

 Send invitations out

 Provide update on RSVPs numbers

 Provide final list of RSVPs to VC’s Office,


Security and other relevant areas

 Prepare registration list for event

 Prepare name badges (if required)

 Prepare staf passes for all staf working


during event (if required)

Media & PR

 Liasie with Media and Communications


to discuss requirements

 Prepare media release and contact


media

 Book photographer

 Prepare media passes for media


attending events (if required)

Facility Requirements

 Prepare Function Bulletin Request for


[NAME OF EVENT]
CHECKLIST & ACTION SHEET

Facilities

 Book additional equipment – staging,


marquee, chairs, plants

 Ensure grounds, pathways and gardens


are tidy

 Ensure toilets are clean and stocked


with consumerables / Floors / Buildings
are cleaned.

 Test AV equipment to be used to ensure


its working prior to event

 Arrange quote if post-event cleaning is


required

Security

 Prepare Security Risk Assessment

 Send disruption notice to staf regarding


closed carparks (if required)

 Brief security on speaker, guests etc


and provide with run sheet

Catering

 Arrange quote from preferred caterer

 Advise caterer final numbers

 Confirm run sheet and service time with


caterer

Staffing Requirements on the day

 Set up area, signage, banners

 Set up Equipment, A-Frames, Plants

 Set up AV equipment

 Set up and staf registration desk

Other


[NAME OF EVENT]
CHECKLIST & ACTION SHEET

Contact Position / Area Phone Mobile

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