Planning Chart for an Event Task
General Event Preparation Does the event have a theme/title/purpose?
What is the event date and start and end time?
Are we charging an entry fee to attend? If so, how much?
Who is our target audience for attending and how do we insure they attend?
If this is a fundraising event, do you have multiple ways to raise funds at the actual event? (Silent auction, donation drawing, etc.)
Do we need to create a budget for the event? If so, what should be included in the budget?
Does the event need a program? What should be on it?
Is there any added value to our guests attending? (prizes, gifts, competitions, etc.)
Who’s Responsible‌
Deadline date for accomplishing tasks
Task
Event Site What facility do we need? Do we need to reserve it?
Do we have any concerns we need to share with the site contact?
Are decorations needed? If so, what will they be?
Is there anything special we might need to know about operating the facilities? (i.e. lighting, sound system, bathrooms, etc.)
Member & Parent Participation How do we insure that EVERY Key Club member is involved?
How do we want to solicit Kiwanis support for our project?
How will we contact all the parents about participating in this event?
Who’s Responsible‌
Deadline date for accomplishing tasks
Task
Advertising What are the best ways to advertise our event?
Do we need posters? If so, should they be hand or computer created? Where will they be placed?
Do we need news articles in either school or town paper? Do we know the process needed to succeed in getting articles published?
Do we need to extend an invitation to the Key Club Lt. Governor & the Kiwanis LTG? Do we have their contact information?
Do we need to visit businesses, to ask for help in any way, (putting up flyers, donating prizes…)? Do we want to thank them in some formal manner if they help us?(certificates, etc.)
Can we place a message on the school marquee? Do we need one?
Do we need to take flyers door-to-door? Can we ask for Kiwanis drivers?
Do we need to invite other Key Clubs or Kiwanis clubs or Builders Clubs?
Who’s Responsible…
Deadline date for accomplishing tasks
Task
Tickets/Sales Packets Do we need to create tickets or sales packets?
Who do we want selling these?
How do we encourage everyone to sell?
Event Preparation/Food Is food needed? If so, what’s on the menu? What’s the cost per head?
Who will prepare the food?
What’s the food budget? Can you get anything donated? Have we included in the budget the cost of tablecloths, placemats, napkins, plates, etc.
Do we need a wait staff or is it self-serve?
Is power required? What special serving equipment do we need?
Who’s Responsible…
Deadline date for accomplishing tasks
Task
Anything not yet discussed?
Who’s Responsible‌
Deadline date for accomplishing tasks