|Event planner’s checklist
This Leadership Resource Sheet will
• plan and implement an event
Know your event
Select your planning team
The size and scope of your event will help
First things first
Use the following questions to help your-
•Is your event:
– open to the public or exclusively for
|Organizing is what you do before you do something, so that when you
do it, it’s not all mixed up.
When you’re organizing an event, it can be tough to think of everything
– in fact, you probably won’t! However, this resource sheet should give
you an overview of some of the most common things event planners
need to consider and can be used to help you prioritize your planning
team’s tasks. Timelines indicated below are suggestions only and may need
to be adjusted based on the scope of your event. If you’re unsure of an
appropriate timeline, the Leadership & Involvement office can assist you
with planning one – contact us!
|Use your answers to the above questions
along with any direction you have from
your group or Club Executive to create
event goals. Goals will make decision-
making and planning priorities clearTwo months before
Estimate your attendance. Be realistic.
Choose a facility based on your budget,
Develop a marketing strategy.
Create a visual image
Draft posters, handbills, banners, etc.
Contact printing companies,
Keep the event website up-to-date
|STUDENT LEADERSHIP RESOURCES|| Leadership & Involvement
OFFICE OF STUDENT DEVELOPMENT
|Circulate a contact list (name, responsibilities,
email, phone, etc.) to all planning
Ensure that all planning team members
are informed about the commitment.Guests (keynotes, bands, VIPs, etc.)
Book guests, performers, and keynotes.
If you’re inviting a speaker or entertainer
Request a quote from all guests you will
Six weeks before the event
Finalize an event schedule. Start by breaking
• Ensure that marketing resources are
Revisit the goals for your event. Is your
One month before
Implement your promotions campaign.
|Schedule volunteers to sell tickets, hand
out fl yers, and staff information booths in
high traffi c locations like the sub or your
faculty building. Be sure to check with
sac, the dean’s offi ce, or the appropriate
building administration to book time and
verify promotion rules.
Classroom announcements can be very
successful at ubc. A quick way to do this is
to ask members of your club or committee
to make an announcement in each of their
classes. Be sure that your announcers know
to get the permission of the instructor fi rst.
If you’re having a licensed event at the
University, you need to obtain a Special
Occasion Permit and a liquor license from
the rcmp. Before the rcmp will issue a
permit, you need to have permission from
the University. Contact Classroom Services
to arrange an appointment to discuss
Contact catering companies. Check with
Two weeks before the event
Confirm venue, catering, keynote speakers,
Week of the event
• Prepare event signage.
| Day before the event
• Have a brief check-in meeting with
Day of the event
• Arrive early. Double check that tables,
After the event
• Plan a volunteer or planning team thank
For more information, contact us:
UBC Leadership & Involvement
THE UNIVERSITY OF BRITISH COLUMBIA