AI Checklist Generator

From the makers of Manifestly Checklists

Email address

Home > non profit event checklist

non profit event checklist

Pre-Event Planning

Define the event purpose and goals

Establish a budget and secure funding

Choose a date and venue

Assemble an event planning team

Create a timeline with deadlines

Here are some additional steps you could include in the Pre-Event Planning section of your nonprofit event checklist

Identify and research your target audience

Develop a theme or branding for the event

Create a detailed marketing and promotion plan

Determine the event format (in-person, virtual, hybrid)

Secure necessary permits and insurance

Develop a sponsorship package and reach out to potential sponsors

Establish partnerships with other organizations or businesses

Plan the event program and schedule (speakers, activities, etc.)

Create a guest list and plan for invitations or ticketing

Identify and book vendors (catering, AV, decor, etc.)

Develop a contingency plan for potential challenges (weather, low turnout, etc.)

Set up a registration system (online or offline) to track attendees

Create a communication plan for keeping stakeholders informed

Plan for accessibility and inclusivity to ensure all guests can participate

Develop a plan for collecting donations or funds during the event

Outline the roles and responsibilities of team members and volunteers

Marketing and Promotion

Develop a marketing plan

Design promotional materials (flyers, posters, social media graphics)

Utilize social media platforms for promotion

Send out press releases to local media

Create an event page on the organization's website

Here are some additional steps to include in the Marketing and Promotion section of your nonprofit event checklist

Identify target audience and tailor messaging accordingly

Collaborate with local influencers or community leaders for promotion

Schedule regular social media posts leading up to the event

Create an email marketing campaign to reach your subscriber list

Engage with followers on social media by responding to comments and messages

Develop a hashtag for the event to encourage social media sharing

Leverage partnerships with other organizations for cross-promotion

Create a promotional video or teaser to build excitement

Distribute promotional materials in high-traffic community areas

Offer early bird registration or incentives to encourage ticket sales

Monitor and analyze the effectiveness of promotional strategies

Plan for post-event marketing to share highlights and thank participants

Logistics and Operations

Arrange catering and food services

Organize audio-visual equipment

Secure permits and insurance if necessary

Plan for transportation and parking

Set up a registration system

Here are some additional steps you could include in the Logistics and Operations section of your nonprofit event checklist

Coordinate with vendors for on-site setup and breakdown

Arrange seating and layout for the venue

Ensure accessibility options are in place for all attendees

Create a detailed timeline for setup and event activities

Procure necessary supplies and materials (e.g., tables, chairs, decorations)

Develop a contingency plan for inclement weather (if applicable)

Confirm delivery times and logistics with all vendors

Set up signage and wayfinding for the event

Prepare an emergency response plan and safety protocols

Designate areas for volunteer check-in and operations

Test all equipment in advance (e.g., microphones, projectors)

Establish communication channels for staff and volunteers during the event

Volunteer Coordination

Recruit and train volunteers

Assign roles and responsibilities

Schedule volunteer shifts

Prepare volunteer materials and information packets

Communicate with volunteers leading up to the event

Here are some additional steps that could be included in the Volunteer Coordination section of your nonprofit event checklist

Conduct a background check for volunteers if necessary

Organize a volunteer orientation session

Set up a system for tracking volunteer hours and contributions

Develop a buddy system for new volunteers to pair with experienced ones

Provide ongoing support and check-ins during the event

Create a feedback mechanism for volunteers to share their experiences post-event

Recognize and appreciate volunteers through thank-you notes or a small recognition event

Ensure that volunteers have access to necessary supplies and resources during the event

Prepare a contingency plan for volunteer no-shows or last-minute changes

Collect and evaluate volunteer feedback for future events

Day of the Event

Arrive early to set up the venue

Conduct a final walkthrough of the space

Ensure all equipment is functioning

Welcome attendees and manage registrations

Monitor the schedule and keep the event on track

Here are some additional steps you could include in the "Day of the Event" section of your nonprofit event checklist

Set up signage and directional materials to guide attendees

Coordinate with vendors and ensure they are ready for service

Brief volunteers on their roles and responsibilities for the day

Ensure refreshments and catering are set up and ready to serve

Conduct a sound check for speakers and entertainment

Provide a contact sheet for all key personnel and vendors

Prepare an information desk for attendee inquiries and support

Monitor social media and engage with online attendees or followers

Collect feedback from attendees throughout the event

Ensure safety and emergency protocols are in place and communicated

Capture photos and videos for marketing and documentation purposes

Evaluate attendee engagement and participation during the event

Prepare materials for any scheduled speeches or presentations

Coordinate transportation and parking for attendees, if applicable

Conduct a final review of the event timeline with the team

Post-Event Follow-Up

Send thank-you notes to sponsors, donors, and volunteers

Gather feedback from attendees and team members

Analyze event outcomes against goals

Document lessons learned for future events

Report back to stakeholders on event success and impact

Here are some additional steps you could include in the Post-Event Follow-Up section

- Share event highlights and photos on social media and the organization’s website

- Update your mailing list with new contacts gathered during the event

- Evaluate and respond to any attendee inquiries or issues raised during the event

- Create and distribute a post-event survey to collect detailed insights from participants

- Review and settle any outstanding invoices related to the event

- Assess the effectiveness of marketing strategies used and document findings

- Schedule a debrief meeting with the planning team to discuss overall performance

- Prepare a summary report that includes financial data, attendance numbers, and key takeaways

- Recognize and celebrate volunteer contributions publicly, perhaps through a dedicated post or newsletter

- Follow up with attendees who expressed interest in future events or initiatives

- Archive materials related to the event for future reference, including marketing materials, attendee lists, and financial records

Download CSV Download JSON Download Markdown

Use in Manifestly

Hey there! Here's a little about us or visit our recurring workflow SaaS: Manifestly Checklists

Light Dark