Community Event Planning Checklist

Basic Event Information

Event name: Event date/time: Event location: Speakers or special guests: Expected attendance:

Staff Information
Lead staffer: Division responsible for event: Staff responsible for taking RSVPs: RSVP deadline: Staffers needed to staff the event:

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Community Event Planning Checklist

Location Information
!ontact name: !ontact information "phone email# $pplication re%uired& Permits "are the) re%uired&# *rom +hat agenc) must the permit be obtained& ,hat is the deadline& Staffer responsible for getting permit: *ee for space& Date fee paid: Date space reserved: !losest -etro station and line: Parking: Street Paid lot *ree lot 'es (o $mount: 'es 'es (o Submitted: (o

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Community Event Planning Checklist

Physical Needs
Room set/up: "see options# ,ill )ou need tables0 chairs0 etc1& ,hat and ho+ man) do )ou need& ,ill )ou be serving food/beverages& !aterer name: !ater contact information: !ost: $udio/visual e%uipment& ,hat do )ou need& 3s 3nternet or phone service needed& ,ill )ou need someone to help )ou run the e%uipment& 'es (o 'es (o 2ables: Plants: 'es 'es !hairs: Podium: (o Lectern: (o

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Community Event Planning Checklist

Community Event Planning Checklist

Preparing the space
,ho is responsible for room setup& 2ime needed for setup: 3s the event on a +eekend or after/ hours& ,ill )ou need to hire guards& ,ill )ou need to have someone unlock the room& ,ill )ou need 6V$!& 3s a registration area re%uired& ,hat is re%uired "chairs0 tables0 etc1#& 'es (o !6/S*S! Space

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Community Event Planning Checklist

Outreach
,hat is the target audience& 3s there a read)/made list of invitees& 3f not0 +ho +ill )ou +ork +ith Staff person making flier: Staff person translating flier: Deadline for flier and translation: Staff person drafting email signature: Deadline for signature and email to staff: Staff person responsible for outreach: S,82 blog post re%uired: ,ebsite update re%uired: 'es (o

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Community Event Planning Checklist

Community Event Planning Checklist

Event Program
Staff person responsible for developing agenda: Staff person responsible for getting speakers0 group leaders0 etc1 ,ill there be handouts& Staffer responsible for creating0 identif)ing0 ordering materials: $re pre/printed nametags re%uired& Staffer responsible for making: 'es (o

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Community Event Planning Checklist

Post event
Staffer responsible for updating partner/other database: Staffer responsible for meeting notes0 follo+/up: Staffer responsible for determining and making announcement of next event: Staffer responsible for email signature change: Deadline for email sig change: Staff responsible for post/event outreach0 communication:

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