Three months before
- Set the date, checked against holidays and other local events.
- Agree the budget and the ticket price. The event budget and ticket tracker finds the break even price.
- Book the venue, and get the booking in writing with the deposit and cancellation terms.
- Check the club's insurance covers the event, and ask the venue what cover it needs from you.
- Name one person in charge, and who decides on spending.
Six weeks before
- Book catering, entertainment and hired equipment.
- Ask local businesses to sponsor. The sponsorship letter is ready to send.
- Open ticket sales or sign ups, and tell members.
- Check whether a raffle, alcohol or food sales need a permit where you are.
- Make the shift list. The volunteer roster counts who is still needed.
Two weeks before
- Confirm numbers with the caterer and the venue.
- Email the members who have not booked yet.
- Print signs, name badges and the running order.
- Arrange a float for any cash sales, counted and signed for.
The week of the event
- Remind every volunteer of their shift, the time and where to go.
- Print the guest list, with who has paid.
- Pack the kit box: tape, scissors, pens, extension lead, first aid kit, card reader, change.
On the day
- Arrive early with the key holder.
- Check people in against the list, and take payment from anyone who has not paid.
- Count the cash with two people, write the total down and both sign it.
- Photograph the event, with permission, for the newsletter and the sponsors.
The week after
- Bank the takings within two working days.
- Pay the bills and the volunteers' expenses.
- Thank volunteers, sponsors and the venue.
- Type the actual costs into the budget, and write three lines on what to change next time.