Event Planning Checklist
A simple event planning checklist you can follow for almost any event: a fundraiser, a market, a school night, or a community festival. Work through it from the top, and tick things off as you go.
3 months or more before
Set the basics
Every event starts with the same few decisions. Make them first, and the rest of the checklist gets much easier.
- Pick the event type, goal, and rough number of guests
- Choose a date (and a backup if it's outdoors)
- Set a budget and decide who approves spending
- Name one lead and form a small committee
2–3 months before
Book the big things
Venues, vendors, and permits book up first. Lock these in before you spend time on smaller details.
- Book the venue and get the agreement in writing
- Apply for any permits and check insurance
- Book key vendors: food, rentals, AV, entertainment
- Ask sponsors or donors if you need them
6 weeks before
Build the team and spread the word
Now that the big pieces are set, bring in your helpers and start telling people about the event.
- Recruit volunteers with clear roles and shifts
- Open tickets, RSVPs, or sign-ups
- Post on social media and local event calendars
- Order signs, printing, and supplies
2 weeks before
Confirm everything
This is the week to catch problems while there's still time to fix them.
- Confirm every vendor, time, and delivery
- Send volunteers their shift and job
- Make a day-of run sheet with times and contacts
- Check the budget against what you've spent
1 week before
Final details
Keep this week simple: final numbers, final reminders, and a plan for what could go wrong.
- Send a reminder to guests or ticket buyers
- Pack supplies, signs, and a first aid kit
- Plan for rain, no-shows, and last-minute changes
- Share the run sheet with the whole team
Event day
Run the event
Have one person in charge on site, and let everyone else focus on their own job.
- Arrive early for setup and vendor load-in
- Check in volunteers and walk through the plan
- Keep a contact list handy for vendors and helpers
- Take photos for next year and for thank-yous
After the event
Wrap up and say thank you
The week after is when people remember you. Thank them, share results, and write down what to change next time.
- Pay vendors and close out the budget
- Thank volunteers, vendors, sponsors, and guests
- Share photos and results (money raised, turnout)
- Write a short list of what to change next time
Want a checklist made for your event?
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