Event Planner - Positive Tracks

Set ultimate goals for your event. What do you want people to KNOW, to FEEL and to DO? Do you want participants to be educated about a topic, sign a pledge, raise funds etc.? Do you want to gather signatures around your cause?
Set goals for number of participants and fundraising.
Check out our Team Captain Toolkit so you’ll know what’s on your plate.
Assign volunteer roles and committees and schedule a meeting with them.
Organize WHO’s doing WHAT by WHEN. Print our planning grid to make your life easy!
Confirm date, location, time, cost per participant and insurance for the event (we can help with this for free!)
Secure necessary permits and ask if you’ll need event insurance.
Reserve location. Check sports schedules, school event calendars and vacation dates to make sure there aren’t any other conflicting events planned for that date.
Craft your pitch using our Pitch Builder so it’s easy to spread awareness about what your cause is all about or what your organization does.
Set up your GoFundMe registration and fundraising site.

Come up with a strategy to spread the word with our Promote Your Effort tool. Learn how to Recruit & Engage Your Participants too.
Create flyers and posters and language for event announcements. Use our Event Poster Creator to make things easy.
Make a plan for t-shirt design

Finalize your list of groups you want to invite and decide who will reach out.
Start telling people about your event. Continue this all the way until the event!
Begin soliciting sponsorships (sample letter here), prizes and additional donations; continue throughout planning.
Define volunteer roles for the day of the event
Recruit volunteers
Choose a vendor for t-shirt printing and inquire about timeline for ordering

Recruit referees (if necessary) for the event.
Research playing music for your event (sound system, DJ etc).
Research any audio-visual needs and make a plan.
Use our Build A Pitch tool to create a brief presentation about your cause or organization so you can share on the day of the event. And, if possible, invite an educational speaker to speak.
Determine if you’ll be having awards at your event and make a plan for getting them.
If needed, schedule an athletic trainer or EMT to be on site at the event and give the event information to the local EMT.
Make a list of all necessary equipment and supplies and assign people for pick up and return.
Arrange for food and drinks at the event
Create a parking plan if needed
Make sure bathrooms are accessible and available
If you’re outdoors, create a rain or foul-weather plan and how you’ll communicate any change in plans

Draw a diagram of your set up so others can help, if needed
If you’re supporting an organization, ask if they have hand-outs or talking points for your event
Prepare a list of all those you need to thank on the day of the event (sponsors, participants, donors, volunteers)

Set up preliminary tournament brackets if needed
Go through Day-Of Event Checklist to make sure you have everything you need
Host a final volunteer meeting
Prepare talking points for thanking sponsors and other people who helped you make this happen
Prepare talking points to let people know why you’re supporting your cause and/ or where the dollars are going
Confirm all event logistics
Close registration if needed

Have fun!
Remember to hang banners of organizations, sponsors and partner
Wear branded t-shirts if applicable
Take photos and videos
Make a brief presentation about your cause and/or organization
Extend thank you to audience, volunteers, participants, sponsors, partners, donors

SUBSCRIBE TO: ALL THE NEWS THAT'S FIT