Erika and Jeany Group

Event Checklist 4 weeks Before Select the date for event; check community calendar for competing events January 17, 18 2016 Identify volunteer coordinating committee – this committee should meet/Call once per week before the event and then at least every other day

Choose type of event and location Check a large location Begin to divide up task areas among volunteers Create emails, invite on Facebook, Plan auctions

_ Brainstorm names for event hosts

4- 12 weeks Before Create a master invitation list Send out save the date notice to master invite list Plan the budget and the fundraising goal Talk to each event host; obtain their commitment to be a host Write up “job description” for hosts Determine form of publicity (invitation by print/email; facebook, website, media) Determine who will create the invitation Determine who will send the invitation

Identify event needs in terms of supplies (food, drink, auction items, party supplies, music etc) Identify potential donors of event supplies and assign solicitors

2-3 Weeks Before Convene meeting of hosts and train them Have hosts send in their personal guest lists into central location for coordination Publicity sub-committee activates all publicity vehicles Solicitation sub-committee completes all supply and entertainment solicitations 6 Weeks Before Reminder calls/emails to all hosts; convene in-person or phone call meeting of all hosts Send invitations Begin tracking RSVPs Determine who will do invitation follow-up

calls 1-2 Weeks Before Finalize event logistics – location Confirm all supplies and entertainment Prepare auction material if necessary Customize program agenda Determine “take away” materials July, 2015 Event Checklist 1 Week Before Review RSVPs and have hosts do invitation follow-up calls Confirm with caterer or menu planner Collect or purchase food, supplies, auction items Assign staff/volunteers to welcome and check in guests (as needed) 3 Days Before Make reminder calls to everyone who plans to attend Prepare and distribute event schedule Prepare nametags and other event materials Day of Your Event Ask staff/volunteers to arrive 1-2 hours before event Prepare beverages and food (in coordination with caterer, as needed) Set up sign-in table with nametags, sign-in sheets, etc. Set out “take away” materials Arrange space needed for program presentation and guest seating Greet guests, take their coats, help them sign in or get nametags The Presentation _ Gather guests and share your reasons for hosting the event

Event Checklist 4 weeks Before _ Select the date for event; check community calendar for competing events

_ Gather guests and share your reasons for hosting the event