Yours to keep
Club event planning checklist
For a trap night, an archery shoot, a wild game dinner or a euchre tournament. Print it and tick it off.
Six weeks out
- Pick the date, and check it against the club calendar and other clubs nearby.
- Name one person in charge, and write down who decides what.
- Set a budget: entry fees, food, prizes, supplies.
- Check the club's insurance covers the event, and ask about any permit you need.
- Book anything you rent or borrow.
Four weeks out
- Put it on the club calendar, the website and social media, with the time, place and cost.
- Make a list of jobs (sign-in, parking, kitchen, scoring, clean-up) and start asking volunteers.
- Order prizes, trophies, food and supplies.
- Decide how people pay at the door: cash box, card reader or both.
One week out
- Confirm every volunteer, their job and when they start.
- Print the sign-in sheets, signs and any waivers.
- Check the grounds and the equipment, and fix what needs fixing.
- Remind members and past visitors, and post the event again.
- Pick a plan for bad weather, and say how people will hear about it.
On the day
- Open early: signs out, parking marked, sign-in table ready.
- Brief the volunteers together before the gates open.
- Keep a first-aid kit where everyone knows it is, and know who is first-aid trained.
- Count the cash with two people, and keep it locked away.
- Take a few photos for next year and for the club page.
The week after
- Thank the volunteers, sponsors and anyone who lent a hand.
- Write down the numbers: people, money in and out, food left over.
- Note what went wrong and what to keep, while you still remember.
- Pencil in next year’s date.
From Club Events Guide, clubeventsguide.com