Planning My Event

General:

• When and where will the event take place?
• Do I need to reserve a venue?
• Do I need any special permits?
• What will the duration of the event be?
• Are there any other events or gathering that could affect the attendance to my event?
• How will you pay for the event (i.e. self pay, grants, sponsorships, advertising, budget, fundraising)?
• Have you had issues at past events that need to be addressed and or mitigated if possible?

Venue:

• Are there underground utilities and sprinkler systems that need marked?
• Is electricity readily available or do I need generators?
• Is there enough parking on location to accommodate all the guests?
• If the event goes past dusk is there ample lighting available?
• Do you have an emergency plan in place for different situations (i.e. weather, missing person, etc.)?

Activities:

• Do you have an estimated head count?
• What type of activities am I interested in?
• Do I have age appropriate activities for all the ages that will be in attendance?
• Will the event be inside or outside?
• What type of surface will we be on (i.e. concrete/asphalt, grass, gravel/dirt/, gym floor, carpet, etc)?
• Will the event be free or will you be a charge?

Staffing:

• What is the chain of command?
• Are you utilizing committees to plan and run the event?
• Will you be utilizing paid staff or volunteers to assist in the roll out of the event?
• Does everyone involved know their role and duties?
• Will training be needed so everyone knows how to perform their duties and what is expected?
• Will multiple shifts be needed to cover the time frame of the event?

Food and Drink:

• Are you serving food, catering food, or using food vendors?
• Will food be served buffet style, plated, handed out, etc.?
• Do you have an actual head count or estimated head count?
• What type of food and drink will be served?
• Are there alternatives in case of food or drink allergies?
• Will alcohol be served or sold? Do you need a liquor license?

Extras:

• Does your event need security?
• Do you have a way to track attendance of those who come?
• Do you have a way to gather feedback from those who attend?
• Do you have music or sound?
• Do you have a MC/DJ to direct the event?