Event Planning Checklist

Quick and Easy Steps for making your Event a success and planning it with ease! Here is a checklist you can print out and use to plan your Event. Some items have a link indicating that Outreach Comedy offers you additional assistance in that area.

Make sure that you determine what your performer's needs and requests are through your Booking Coordinator at Outreach Comedy. Many of our performers' acts are usually more enjoyable under certain conditions. You may want to consider these requirements while you are in the booking stage so you can accommodate the performer and have the best entertainment possible.

Talent:

• Review the Performer Discussion Guide, click here.

Technical Set-Up:

• Sound, Light & Video Technicians secured (permission required to record)
• Performer's requirements/preferences known
• Equipment secured (mics, speakers, soundboards, cords, lights, gels, spotlight, etc.)
• Stage area cleared of unnecessary obstacles before the show
• Sound & light check ran at least 2 hours beforehand

Site Logistics:

• Set-up and clean-up crews secured
• Seating arrangements secured
• Ambiance/decorations secured
• Refreshments secured (also plates, cups, napkins, utensils)
• Signage displayed
• Parking secured

Hospitality:

• Hospitality crews secured
• Ticket sales & will call set-up
• Ticket collection secured
• Visitor welcome kiosk set-up
• Visitor welcome gifts secured
• Door prizes secured
• Childcare available
• Post-Event follow-up complete

Promotions & Publicity:

• Promotions team secured
• Printed materials used (flyers, posters, mailers, invitations, banners, etc.)
• Grassroots promotions used (announcements, word of mouth, etc.)
• Cross-promotion used (at other Events, movies, concerts, etc.)
• Media used (newpaper, radio, Internet, television, etc.)
• Promotional offers used (discounts, limited offers, etc.)

Other Printed Materials:

• Design & printing secured
• Tickets printed
• Programs printed
• Raffle tickets/door prize entry forms printed
• Contact cards (make sure you track down how people are hearing about your Event!)

Budget Boosters:

• Donated or sponsored raffle/auction/door prize items
• Donated or sponsored food & services
• Advertising space sold in the program
• Tickets sold individually or in bundles

Managing Volunteers:

• Post/announce volunteer job descriptions
• Recruit volunteers
• Remind volunteers
• Volunteer debriefing complete
  
  

The key to low-stress planning is delegation of responsibility!