Here is a sample checklist for a very big, formal event; you can adapt it to yours.

ADVANCE PLANNING

• Audience identified
• Goal defined
• Date selected, taking note of
• Time sensitivity
• Religious and national holidays
• Other events - ours and others
• Availability of speakers / entertainment

Budget for event decided?

Venue decided

• Main event room
• Refreshments room
• Prayer room
• Break away room

Public address / AV equipment / engineer available?
Programme established
Suggested guest list drawn up & approved
Hotel / accommodation reserved if required

Catering

• Type of catering/refreshments decided
• Caterers and menus identified
• Dietary requirements identified and caterers booked:
• Halal
• Kosher
• Vegetarian / Vegan
• Allergies e.g. nuts

SPEAKERS

• Expenses set
• Biographies and photographs received
• Accommodation arranged
• Transport arranged

INVITATIONS AND SEATING

• Invitation drafted, approved, printed or written, n.b.
• Date
• Time
• Venue
• Dietary requirements
  
• Publicity drafted, printed, sent out if required
• Tickets printed if required.
• Final guest list prepared.
• Invitations addressed and mailed (six weeks ahead of date for major functions).
• Acceptances and regrets received and recorded.
• Final Guest list prepared
• Table arrangements for meals planned.
• Seating at tables planned and approved
• Place cards prepared.
• Completed lists / numbers confirmed with venue and caterers.

HOUSING

• List of available accommodations sent to those making their own arrangements.
• Rooms assigned to invited guests.
• Hotels, motels, and other accommodations notified about special handling of accounts.

TRANSPORTATION

• Decide what is required
• Book
• Inform necessary people
• Confirm booking just before event

GENERAL OPERATIONS

• General plan of events drafted, approved, photocopied and distributed (well in advance) to all involved.
• Final check made, in person or by telephone with all concerned.

DIGNITARIES

• Itinerary drawn up and distributed to those who use it.
• Exact time of arrival and location determined?
• Guests briefed on itinerary, following arrival.

SECURITY

• Police contacted or security staff informed.
• Details of operations plan explained.
• Responsibilities assigned.
• Security check of venue arranged if necessary.

RECEPTION AND MEALS

• Menus printed; placed on tables.
• Time arranged for reception and time of meal to follow
• Receiving line arranged:

 

• Where to form
• Who
• Someone to check names
• How refreshments are to be served decided and set up.
• Flowers arranged for reception and dinner
• Seating list distributed.
• Signal to leave reception arranged.
• Placecards put on tables; extra cards and ink available for last-minute changes.
• Public address / AV equipment set up; engineer on hand.

All tables checked for:

• proper place setting
• space
• place cards and proper seating
• menus
• table number placed

 

• Music or special entertainment provided.
• Staff and administrative personnel notified of any special duties.
• Person who will be communications liaison with food services established.
• Coat checking available at all necessary locations.
• Gift procedure planned, if any decision made about where and how gift to be presented, wrapped, boxed, or otherwise; delivered to proper place; guest book available.
• Personnel to meet visitors at specified times and places.

PRINTING

• Invites / publicity / tickets
• Menus
• Place cards
• Programme
  

MISC

• Rain or poor weather plans made
• Signs
• Identification badges
• Pads and pencils
• Cash box
• Books / promotional literature
• People to be responsible for table
• Parking facilities.
• First aid
• Press releases sent out
• Photographer booked
• Taping/film arrangements made
• Press conference or interview set up before or after event, if appropriate

EVALUATION

• Financial accounting completed
• Report compiled
• Thank you notes sent
• Attendance recorded
• Errors reviewed in writing
• Recommendations made on how next event can be improved