CHAIRMAN'S CHECKLIST


Site and Facilities:

___Location

___Rental Fee

___Indoors

___Outdoors

___Rest rooms

___Large group meeting area O ___Activity/games area

___Cooking area

___Concession area

___Camping area

___Electricity/power source

___Water

___Signs

___Gate access/security control

___Lighting

___Telephones

___Parking

Finance:

___Establish Budget

___Sponsors

___Donations

___Paying Bills

___Receipts

___Accountability

Regulations:

___INSURANCE

___Fire

___Police (city/county/state)

___Permits

___License

___Legal

___Tax

___Contracts

___Safety

Equipment:

___Tables

___Chairs

___Shelters/tarps/tents

___Signs

___Lighting equipment

___Sound equipment

___Stage

___Power equipment/generators            & gas cans 

___Refrigeration

___Flashlights

Tickets:

___Gate passes (color code)

___Copy to printer

___Rolls of tickets (food, beverages, prizes)

Sanitation:

___Port-o-johns (toilet paper)

___Dumpsters

___Trash cans & bags

___Showers

___Drainage

___Fire wood

Security:

___Command post

___ID/T-shirts/vests

___Walkie-talkies & bull horn

___First aid kit

___Fire extinguishers

___Batteries & charger

___Rolls of safety ribbon

Food and Beverages:

___Menu

___Purchase

___Storage

___Disbursement

___Cost

___Cooking supplies

___Serving supplies

___Leftovers

___Manpower schedule

Money:

___Cash boxes

___Change

___Receipt cash book

___Petty cash book 

___Money bags, coin rolls & bands

___Masking/elec./duct tapes

___Safe

___Security/handling procedures

___Accountability

Entertainment:

___Type

___Budget

___Contracts/payment schedule

___Equipment needed

___Establish & post event schedule

Awards:

___Prizes-solicitation

___Trophies

___Display of awards

___Presentation time and people

Thank You:

___Keep track/sign in sheets

___Verbal

___Written-letters & newsletter

Gate:

___Membership forms & sign-in book

___Pens & pencils

___Notebooks & post-it notes

___Poster board & markers

___Stapler & staples

___Scissors, rubber bands, etc.

___String, rope, Ziploc bags

___Necessary contacts & ph. #’s

___Extra extn. cord & light bulbs

Publicity:

___Press releases

___Advertising posters & flyers

___Copy to printer

___Media coverage at event

___Program of events

___Photos

Games/Activities:

___Secure area

___Type, rules, management

___Equipment needed

___Prizes

Clean Up:

___Dumpster/garbage pick up

___Return borrowed items

___Lost & found items

Report to Organization:

___Treasurer

___Board & members

 

Download Event Checklist