25-3 Event Planning Checklist

EVENT PLANNING GUIDE/CHECKLIST

Event Chairman and coordinator: ________________________________________________

What is the name of the event? __________________________________________________

Description: Location: ___________________________________________________

Date: _______________________ Time: _____________ Cost: ______

Notes: _____________________________________________________

Project: Expenses ___________ Receipts ____________ Net ________

What is the purpose of the event: (such as: General Operating fund, specific charity…….)

___________________________________________________________________________

Obtain a copy of the ‘Fair share Agreement for Use of the Lodge’ if necessary.

Will the event require a financial advance for the purchase of food, supplies, advertising, ….?

Prepare a cost estimate. ___________________________________________________________________________

Provide an overview of publicity: (newsletter articles, mailings, targeted letters, with review and final deadline dates)

ACTIVITY __________________ INITIAL REVIEW COMPLETION DATE

Newsletter Article(s) _____________ _________________

Letter to members _____________ _________________

Feedback from members _____________ _________________

Visit neighboring Lodges _____________ _________________

Place ads on community bulletin boards _____________ _________________

Florida Today, other newspapers _____________ _________________

Local newspapers _____________ _________________

Letters to dignitary’s _____________ _________________ Other _____________ _________________

Date to discuss event proposal with the Officers of the Lodge ___________________

Date to discuss the request with District Deputy, if necessary ___________________

Make a list of jobs and assign a worker’s name. Include progress checkpoint dates and prepare a schedule of dates and times when help is needed at the event, a list of pre-event jobs, etc.

Date to have completed job list: ______________

Who will handle ticket distribution, tracking, receipts and expenses?

Name: _______________________________________________

Proposal approved by the Lodge: ________________

After event, prepare a complete report and submit to the Lodge Secretary to be filed. This will assist others in future years to build on your successes, and avoid repeating problems that you experienced.

C:\Secretarys How to Guide\25 Miscellaneous\25-3 Event Planning Checklist.doc