Non-Profit Event Planning Checklist
Up to 1 Year Before
Select event date
o Check the Non-Profit Community Calendar ([Link]/nonprofitcalendar) on other potential events
o Request event to be added to Non-Profit Community Calendar
Add event date to organization website and social media
Select and book venue
o Evaluate parking
Sign contracts – Save copies
Recruit event committee and chair
6+ Months Before
Establish event goals and objectives
Get cost estimates (e.g., room rental, food & beverages, equipment, speaker fees, travel, etc.) and
create a budget for overall event
Set sponsorship prices and ticket prices
Update Website and Social Media details
o List all event details including dress attire
Create invite list
o Send save the date cards
Assign committees within main committee
Evaluate and create a decorations plan with committee
Identify and confirm speakers/presenters/entertainers
Identify and contact sponsors/partners
Create rain date plan if event is outside/partially outside
3-4 Months Before
Finalize presentation/speech topics
o Get bio information, photo
Investigate need for any special permits, licenses, insurance, etc.
Determine and arrange all details re menu, A/V equipment, registration set-up, parking, signage, etc.
Review security needs/plan for the event with venue manager
Develop draft program
Create draft event script (e.g., MC, speaker introductions, thanks, closing, etc.)
Request logos from corporate sponsors for online and printed materials
Develop and produce invitations, programs, posters, tickets, etc.
Determine VIPs and create invitation & tracking document (e.g., spreadsheet)
Confirm date and time with all vendors
Do an on-site walk thru
o Order invites/rsvp cards
o Finalize decoration plan
2 Months Before
Send invites/ rsvp cards
2 Weeks Before
Have all committee chairs meet and confirm all details– and ensure back-up plans are developed
for any situation (e.g., back-up volunteers as VIP greeters, additional volunteers for registration or
set-up, etc.)
Finalize event script
Brief any/all hosts, greeters, volunteers about their event duties and timelines
Final seating plan, place cards, etc.
Provide final registration numbers to caterer
Make print and online copies of any speeches, videos, presentations, etc.
Final registration check, name badges & registration list
Determine photo op and interview opportunities with any presenters, VIPs etc. and confirm details
with interviewee and media
Have the florist/decorations committee prepared with numbers of tables and areas to be
decorated
The Day Before
Confirm media attending
Ensure all signage is in place
Ensure registration and media tables are prepared and stocked with necessary items (e.g., blank
name badges, paper, pens, tape, stapler, etc.)
Ensure all promo items, gifts, plaques, trophies, etc. are on-site
Get as much sleep as you can
Event Day
Ensure you have copies of all instructions, directions, phone numbers, keys, extra parking permits for
VIP guests, seating charts and guest lists with you
HAVE FUN and ENJOY!
Immediately After
Financial status: gather all receipts, documentation, final registration data, etc. and update budget
Send thank-you notes and acknowledgement letters to: Sponsors, Volunteers, Speakers/Presenters,
Donors, the Media
o In your thank-you notes, be sure to remind the recipients of the event’s success – and how they
contributed (e.g., dollars raised, awareness - number of participants, etc.).
Conduct a Post-Event Survey – Save your notes.
Reach out to event participants – thank them for participating and promote your organization.
We hope you found this checklist helpful in getting started with event planning. Use this as a
starting point to identify or assign activities to various volunteers or staff; or print this off so
you can literally check-off items as they are assigned or accomplished.