CCM Event Planning Checklist

CCM Event Planning Checklist
Please complete this form for each CCM Event. Assign each task to a team member and check them off as they are completed.
Basic Information:
Type of event: Check which applies
Date of Event:

MonthDayYear
2 digit month, 2 digit day, 4 digit yearDate
Name of Event (if applicable)
Organizer:
Organizer Email:
example@example.com
Members:
Emails:
Venue Logistics:
Assign each task below to a Committee Member.

Task

Rows	Assigned	Resource	Fill in the amount you anticipate	Due Date	Completed (Assigned person only)
Event Location
Secure any permits or licenses required to use this venue
Verify Waste management plan: the location of bins across your site, the strategy for waste collection during the event.
Verify Accessibility - Between 12 and 20% of the world’s population lives with a disability. For a good high-level checklist for event accessibility, refer to Cornell University’s Accessible Meeting and Event Checklist.
Toilets - Events that are 6 hours or more, count, 1 toilet per 100 females, 1 toilet per 500 males and 1 urinal per 150 males
Fire Safety - ensure that all egress paths, fire exits, smoke detectors, fire extinguishers are clearly marked on your event.
Venue Security Plan
Evacuation - ensure that an evacuation plan is posted in plain view.
Liability - verify that our liability insurance is current and valid.
Health - Are there any health protocols needed for this event (Covid -19, Flu)
Parking signage, etc.
Create a seating chart for VIP

Total Task Cost:

Event Vendors:

Does the event require any professional vendors? Please check below and fill in the vendor information, list associated costs in the financial section

Rows	Assigned	Resources	Fill in the amount you anticipate	Due Date	Completed (Assigned person only)
Professional Security Company
Catering
Concessions
Lighting
Sound
Temporary Tradesman
Others

Total Vendors Cost:
*Please secure a copy of the contractor's current license and insurance rider.
Create a Vendor Check in process:
Decide Vendor space allocations:
Event Speaker:

Please provide the details as applicable for Event Speaker

Rows	Assigned	Resources	Fill in the amount you anticipate	Due Date	Completed (Assigned person only)
Select speaker for the event
Send Contract
Secure Bio or Promo Info
Arrange Hotel Accommodation
Arrange Transportation
Assign Liaison

Total Event Speaker Costs:
Event Entertainment:

Please provide the details as applicable for Event Entertainment

Rows	Assigned	Resources	Fill in the amount you anticipate	Due Date	Completed (Assigned person only)
Select speaker for the event
Send Contract
Secure Bio or Promo Info
Arrange Hotel Accommodation
Arrange Transportation
Assign Liaison

Total Entertainment Costs:
Event Staffing:

How many volunteers will you need to execute this event for?

Rows	Assigned	Resources	Fill in the amount you anticipate	Due Date	Completed (Assigned person only)
Manage event day setup execution
Registration set-up
Create a simple organizational structure for the event. This structure will enable everyone on your team to understand who is responsible for what.
Provide information on how information will be communicated up and down the levels of command.

Total Event Staffing Cost:
Technology:

Test all equipment 5 - 7 days before the event to ensure working condition.

Rows	Assigned	Resources	Fill in the amount you anticipate	Due Date	Completed (Assigned person only)
Test A/V equipment
Laptops (how many will be needed?)
Video
Test speakers
Test on-line check in process
If the event is collecting data from attendees, check that your event is compliant with the latest data privacy laws and guidelines in the relevant state you will be collecting and processing data in.

Total Technology Costs:
Marketing:

Does the event need any of the following? Fill in any costs associated

Rows	Assigned	Resource	Fill in the amount you anticipate spending ($)	Due Date	Completed (Assigned person only)
Develop marketing schedule
Branding
Website
Event page

Total Marketing Cost
Media Relations:

Does the event need any of the following? Fill in any costs associated

Rows	Assigned	Resource	Fill in the amount you anticipate spending ($)	Due Date	Completed (Assigned person only)
Radio
TV
Social Media
Other

Total Media Cost
Printed Materials:

Does the event need any of the following? Fill in any costs associated

Rows	Assigned	Resource	Fill in the amount you anticipate spending ($)	Due Date	Completed (Assigned person only)
Design & printing coordination
Signage

Total Printing Cost

Event Costs:

What costs need to be considered?

Rows	Fill in the amount you anticipate spending ($)
Insurance
VIP Gifts
Equipment
Badges, name tags, uniforms
Participant plaques, gifts, trophies
Other Costs

Total Event Costs $
Post Event:

Now that the event is over, we have a little more housekeeping. Send Thank-You’s and acknowledgement letters to:

Rows	Assigned	Resource	Fill in the amount you anticipate spending ($)	Due Date	Completed (Assigned person only)
Sponsors
Volunteers
Speaker/Presenters
Donors
Participants
Mail the cards
Send out an email to your subscriber base with highlights from the event
Make a publicity reel video to share how it went (and as a bonus, you can use it as publicity next year!)
Share highlights on social media
Update website page to reflect that it’s a past event.
Conduct a post-event survey for attendee feedback
Conduct a post-event survey for team feedback

Total Post Event Cost:
Finances:

How are we financing this event?

Rows	Assigned	Resource	Income Expected ($)	Due Date	Completed (Assigned person only)
Create Sponsor List and letters
Create Donor List and letters
Set up tickets for sales
Set up online registration or ticketing platform set up
Create a contingency plan (how will we notify people of changes or cancellation)?

Total Income Expected:
Grand Total $
Should be Empty:

CCM Event Planning Checklist

Basic Information:

Venue Logistics:

Event Vendors:

Event Speaker:

Event Entertainment:

Event Staffing:

Technology:

Marketing:

Media Relations:

Printed Materials:

Event Costs:

Post Event:

Finances: