School Event Planning Checklist
8-12 Weeks Out (The Foundation)
Determine Purpose & BudgetWhat is the goal? What is the approved budget?
Secure the Date & VenueConfirm date with Principal to avoid conflicts. Reserve school facilities.
Form a CommitteeRecruit key chairs (e.g., Marketing, Volunteers, Food, Decorations).
Permits & InsuranceCheck if you need permits for food/games or an insurance rider.
4-6 Weeks Out (The Logistics)
Book Vendors & EntertainmentSecure food trucks, DJs, inflatables, or guest speakers.
Create Marketing PlanDesign flyers. Schedule email blasts and social media posts.
Setup Volunteer Sign-upsDetermine exact shifts/roles and publish the sign-up sheet.
Order SuppliesOrder wristbands, tickets, non-perishable decor, and prizes.
2 Weeks Out (The Push)
Final Push for VolunteersSend targeted emails to fill remaining slots.
Confirm with VendorsVerify arrival times, power needs, and payment methods.
Site WalkthroughMap out where everything goes. Plan for a rain backup if outdoors.
1 Week Out (The Details)
Print Signage & RostersPrint directional signs, volunteer check-in lists, and nametags.
Get Cash Box (If Needed)Request petty cash/change from Treasurer. Test card readers.
Send Reminder EmailsEmail attendees with parking details. Email volunteers with instructions.
Post-Event (The Wrap-Up)
Say Thank You!Send thank you emails to volunteers, sponsors, and school staff.
Financial ReconciliationSubmit all receipts and deposits to the Treasurer within 3 days.
Post-Event NotesWrite down what went well and what didn't for next year's chair.
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