Event Planner | Positive Tracks

8-10 Weeks Before

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.
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 registration and fundraising site.

Make a promotion strategy to spread the word with our Promote Your Effort tool.
Create flyers, posters and language for event announcements. Use our Poster Creator resource 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 and continue all the way until the event!
Begin soliciting sponsorships (sample letter here), prizes and additional donations; continue throughout planning.
Recruit volunteers and define their role for the day of the event
Choose a vendor for t-shirt printing and inquire about timeline for ordering. You can use a local company or check out sites like Bonfire and Custom Ink that allow you design online.

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 Give a Talk 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)

Create a Run of Show so that you know exactly what is happening when and who will be doing it
Make event signs (e.g., bracket poster, directions)
Check on Wi-Fi availability and power
Make a plan for trash disposal
Assign a photographer

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