Non-Profit Event Planning Checklist

 Select event date

o Check the Non-Profit Community Calendar (www.ngcf.org/nonprofitcalendar) on other potential events

o Request event to be added to Non-Profit Community Calendar

 Add event date to organization website and social media

 Select and book venue

o Evaluate parking

 Sign contracts – Save copies

 Recruit event committee and chair



 Establish event goals and objectives

 Get cost estimates (e.g., room rental, food & beverages, equipment, speaker fees, travel, etc.) and

create a budget for overall event

 Set sponsorship prices and ticket prices

 Update Website and Social Media details

o List all event details including dress attire

 Create invite list

o Send save the date cards

 Assign committees within main committee

 Evaluate and create a decorations plan with committee

 Identify and confirm speakers/presenters/entertainers

 Identify and contact sponsors/partners

 Create rain date plan if event is outside/partially outside



 Finalize presentation/speech topics

o Get bio information, photo

 Investigate need for any special permits, licenses, insurance, etc.

 Determine and arrange all details re menu, A/V equipment, registration set-up, parking, signage, etc.

 Review security needs/plan for the event with venue manager

 Develop draft program

 Create draft event script (e.g., MC, speaker introductions, thanks, closing, etc.)

 Request logos from corporate sponsors for online and printed materials

 Develop and produce invitations, programs, posters, tickets, etc.

 Determine VIPs and create invitation & tracking document (e.g., spreadsheet)

 Confirm date and time with all vendors

 Do an on-site walk thru

o Order invites/rsvp cards

o Finalize decoration plan

Up to 1 Year Before

6+ Months Before

3-4 Months Before

 Send invites/ rsvp cards

 Have all committee chairs meet and confirm all details– and ensure back-up plans are developed

for any situation (e.g., back-up volunteers as VIP greeters, additional volunteers for registration or

set-up, etc.)

 Finalize event script

 Brief any/all hosts, greeters, volunteers about their event duties and timelines

 Final seating plan, place cards, etc.

 Provide final registration numbers to caterer

 Make print and online copies of any speeches, videos, presentations, etc.

 Final registration check, name badges & registration list

 Determine photo op and interview opportunities with any presenters, VIPs etc. and confirm details

with interviewee and media

 Have the florist/decorations committee prepared with numbers of tables and areas to be

decorated

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 Confirm media attending

 Ensure all signage is in place

 Ensure registration and media tables are prepared and stocked with necessary items (e.g., blank

name badges, paper, pens, tape, stapler, etc.)

 Ensure all promo items, gifts, plaques, trophies, etc. are on-site

 Get as much sleep as you can



 Ensure you have copies of all instructions, directions, phone numbers, keys, extra parking permits for

VIP guests, seating charts and guest lists with you

 HAVE FUN and ENJOY!

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 Financial status: gather all receipts, documentation, final registration data, etc. and update budget

 Send thank-you notes and acknowledgement letters to: Sponsors, Volunteers, Speakers/Presenters,

Donors, the Media

o In your thank-you notes, be sure to remind the recipients of the event’s success – and how they

contributed (e.g., dollars raised, awareness - number of participants, etc.).

 Conduct a Post-Event Survey – Save your notes.

 Reach out to event participants – thank them for participating and promote your organization.

We hope you found this checklist helpful in getting started with event planning. Use this as a

starting point to identify or assign activities to various volunteers or staff; or print this off so

you can literally check-off items as they are assigned or accomplished.

2 Months Before

2 Weeks Before

The Day Before

Event Day

Immediately After