Planning Checklist

Checklist For Event Planning

[Download this Planning Checklist as a pdf]

Identify the tasks that need to be completed and delegate them. Set a completion date for each task. Circle the items that are relevant to your program. All items are not needed for every program. 

For each bulleted item below, identify within your group the completion date (date item needs to be completed by), who the task is assigned to, and when the task was completed.

Before the event:

The budget
  • Prepare proposed budget
  • Identify funding sources
General
  • Check the university calendar
  • Reserve facility
  • Prepare and sign contracts
  • Reserve equipment
  • Coordinate room setup
  • Arrange for security
Comply with Cornell policies
  • Sales Activity
  • Fund-raising
  • Use of Cornell's logo/artwork
  • Noise
  • Bonfire
  • Event Registration Form
Decide on the theme
Decorations Committee
  • Design
  • Purchase materials
  • Construct
Entertainment Committee
  • Contract performer(s)
  • Process payment(s)
Promotion Committee
  • Develop strategy and schedule
  • Design posters
  • Write and distribute press releases
  • Write and submit newspaper ads
  • Write and submit radio/TV ads
  • Contact CU News Service
  • Hang posters
  • Arrange for chalking
Catering/Hospitality Committee
  • Set menu
  • Choose caterer
Production Committee
  • Arrange for equipment
  • Arrange for transportation
  • Arrange for lodging
  • Arrange for meals
Tickets Committee
  • Determine seating arrangement
  • Order tickets
  • Determine sales locations
  • Notify ticket office
  • Schedule ushers
  • Secure cash box
Other Committees

Several days prior to event, confirm:

  • Facility rental and setup
  • Equipment use and setup
  • Security
  • Caterer
  • Transportation/lodging
  • Ticket sales
  • Ushers
  • Decorations
  • Final wave of promotion
  • Payment for services

On the day of the event:

  • Check setup
  • Get cash box
  • Transport guests
  • Have Fun!!

After the event:

  • Clean up
  • Send thank-you notes
  • Make sure all payments are made
  • Complete evaluation for files