Event Planning Checklist

Adapt this list to your own organization/event.

Event:
Organization:
Date:
Time:
Location:

______ Space Reservation Application Submitted
______ Reservation Confirmed
______ Bid Sent (if applicable)
______ Contract Received (submit to Lynn Moller in the Student Affairs Office)
______ Contract submitted to Financial Services advisor for check
______ Check Mailed to performer
______ Check Received

Equipment/Catering

______ Equipment Reserved

______ Staging
______ Sound
______ Lighting
 

______ Catering Arranged _________________________________________
______ Lodging Reserved: Confirmation #_____________

 

Purchase Orders

Vendor Date Submitted PO#









Advertising

______ Posters/flyers/ads designed
______ Printed
______ Volunteers for posting
______ Reserve banner space
______ DP ad placed: To be run on ___________
______ Facebook ad placed: To be run on: __________
______ Postering
______ Repostering
______ Banner made

______ City-wide advertising
______ Inquirer
______ City Paper
______ Philadelphia Weekly
______ Daily News
______ Daily Tribune
______ Radio ads

Ticket Sales

______ Sales Plan
______ Vending Permit to sell on Walk
______ Cash Box (petty cash)
______ Tickets printed
______ Volunteers to sell
______ Table, chair, radio
______ Deposit ticket sales into OSA account

 

3 Days Before

______ Double-check performer arrival
______ Call DP photographer and reporter
______ Repostering
______ Double check sound, stage, lighting, & catering

Day Of

______ Setup time
______ Volunteers for setup
______ Volunteers to sell tickets/assist with audience
______ Volunteers for cleanup
______ Catering/hospitality
______ Call to remind DP of photo ops
______ Post signs for front of house & backstage

 

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