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Event Planning Form
Name of Event: ____________________________________________
Date of the Event: __________________________________________
Point Person: ______________________________________________
Event Location: ____________________________________________
Event Timeframe: __________________________________________
Purpose of the Event: ________________________________________________
• What are we trying to accomplish?
• What is the purpose of this event?
• What are the goals of the event?
Target Audience:
• Who are we trying to reach?
• What kind of environment do we want to have?
• How will we follow-up on our audience?
Logistics:
• Date of Event
• Time of Event (set up, program time, and clean up)
• Location of Event (reservations and confirmations)
• Load-In/Load-Out Time?
• Departure/Arrival Time?
Person in Charge:
• Who is the point person?
• Who is in charge of each element of the event?
Adult Leadership:
• How many leaders do we need?
• How do we recruit leadership?
• What do we expect of our volunteers/adults? What will they be doing?
• How do we express their expectations?
• Any training needed for our volunteers?
• Volunteer arrival and departure time?
Timeline of Event or Program: (Organized in a timeline format to be handed out)
• Time Begin, Time End, Total Time
• Description
• Person in Charge
• Additional Notes/Comments
Cost/Registration:
• What are our expenses?
• What is our income?
• Coming from a line item?
• What is the total cost? What is the cost per person?
• How will students sign-up? With whom?
• Where will students sign-up?
• Registration list
Facilities:
• Room Request (...if on site)
• Calendar/Date Request (...if on site)
• A/V Requests?
• Sound and Video Needs
• Room Set-up (... if on site, attach to room request)
Finances:
• What is our total budget? (Money in and money out)
• Cash Advance needed?
• Final budget
• Receipts turned in?
Promotion:
• How will we promote the event? (verbal announcements, written announcements, bulletins, flyers, posters, letters, postcards, video announcements, skits/drama, phone calls)
• Who will be in charge of the promotion?
• What is our promotion production timeline?
Transportation:
• How much transportation is needed?
• Vehicles? Drivers?
• Transportation Reservations?
• Maps for drivers
• Reimbursement of gas/expenses
Parent Medical Release Forms/Emergency:
• Are they needed? Are they on file?
• How will we collect them?
• What is the emergency number just in case? How will we let parents know the number?
Food:
• Who is in charge?
• What is the menu?
• Who will buy the food? When?
• Who will prepare the food?
• Food utensils (preparation, serving, eating, and clean-up)
• Who will serve the food?
• Style of serving?
• Who will be cleaning up?
• Storage of left over food?
Equipment needed:
• What extra equipment is needed?
• Who will secure it? When?
• Clean-up/Returning the equipment
Items To Bring:
• What will the students need to bring for the event?
• How will they find out what to bring?
Additional Event Information:
• Housing?
• Program?
• Pictures, slides, video of event?
• Thank-you notes to all involved?
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