FLOWER

FESTIVAL
JAN FEB MA APR MAY JUN JULY AUG
C
Determine goals and
purpose of event
Select date and time

Set budget

Select and reserve

venue
Schedule rain plan,
if applicable
Investigate needs
for special permits,
licenses, or
insurance
Determine meeting
schedule for your
committee
Research potential
vendors
Contact (or
schedule) Police
Department
Determine live
stream
Secure A/V needs
for event
Order plants/flowers
& all things for
decoration
including props
Determine parking
for visitors
Reserve additional
set-up materials
Coordinate meeting
with marshal
Secure
entertainment
Schedule
photographer &
videographer
Develop
communications
plan
Develop a
production
schedule for any
design elements
Update any website
material
Design invitations

Determine any
press
announcements
Request
participation of
additional speakers
Create script for
myself or for
VIPs/presenters
Send invitations

Create welcome
packets/materials
for attendees
Review set up
things with designer
Review security and
safety needs
Confirm
accessibility
resources
Determine volunteer
need
Order any
giveaways
Determine if
awards/trophies will
be given and
research companies
Order speakers'
gifts
Purchase all needed
decorations
Distribute
flyers/emails
advertising event
Release press
announcements
Confirm
participation with all
VIPs/presenters.
Confirm
staff/volunteer for
each aspect of the
event
Create seating
plans and room
diagrams for
assistance with set-
up and day-of-event
questions
Develop photo shot
list
Hold pre-event
meeting with all
significant
stakeholders
(vendors, managers
of venue, key
committee
members, and
volunteers, etc.)
Do one last walk-
through of venue
Ensure all printed
materials/collateral
are assembled and
correct
Make
nametags/lanyards
for attendees and
have extra plain
ones on hand for
surprise guests
Create “Event Day
Survival Kit” full of
needed items
Create final to-do
list to determine all
tasks are complete
Ensure all
appropriate
contacts’
information is listed
where you can
easily retrieve it
Recheck all
equipment/materials
to ensure nothing is
damaged, quantity
is correct
Test web streaming

Be prepared to
troubleshoot
changes day-of
Discuss back up
plans
Arrive early and do
one last walk-
through
Oversee vendor set-
up
Ensure all VIP
materials are
correctly labelled
and in place
Check all set-ups

Display
parking/directional
signs
Send thank you
notes
Send
pictures/mementos
Pack up and
inventory all
materials
Update website

Planning for the

next year’s venue