Event Checklist

This comprehensive event checklist serves as your roadmap to success, ensuring that every detail is executed when you put on your special event. From creating an inviting ambiance to coordinating refreshments, you can host the perfect event that is sure to impress your existing and new customers.

3-6 Months Before:

1. Decide on the date, time, and theme of your event.

2. Set a budget

3. Map out marketing plans

4. Decide on promotions and/or giveaways

5. Determine any special services you would like to offer, such as gift wrapping or collecting for a local charity

6. Decide if you want a Kid friendly station at your event with crafts or drawing

7. Hire outside vendors such as caterers, bartenders, servers, entertainment/demonstrations, and cleaning services.

8. Get with your sales reps and ask them to participate in your event. They may be willing to sell their products plus donate an item for a door prize or drawing.

6-8 Weeks Before:

1. Send out invitations.

2. Finalize any print advertising or local marketing plans

3. Determine your menu

4. Reserve any rental items that you may need, such as tables, linens, servers, etc.

5. Confirm with your outside vendors and review the details

1 Month Before:

1. Create event flyers and insert them into every customer’s bag at checkout.

2. Evaluate your menu and make adjustments as needed

3. Develop a visual plan for your displays and tables

3 Weeks Before:

1. Order any greenery, flowers, and additional decorations

2. Finalize your menu and place any orders for specialty foods that you will be serving, such as local treats or desserts

3. Order linens, glassware, chairs, tables, platters, flatware, etc., or make arrangements to borrow or rent what you don't have.

4. Purchase beverages and liquor/beer/wine

5. Determine the layout of your event, where your tables will go, where entertainment/demos will be positioned, and where your kids’ stations may be

2 Weeks Before:

1. Meet with your staff to go over the open house event agenda. Assign your staff members’ particular duties they will be performing during your event and set expectations

2. Review your list of food, beverages, and decorations, and double-check your final shopping list, if needed

1 Week Before:

1. Decide on your serving dishes and presentation

2. Figure out which you’ll use for each menu item, label each dish

3. Clean your store, organize your register area, and stock up where needed

4. Post Reminder of Open House on Social Media

2 Days Before:

1. Buy your perishable food items if you are not using a caterer

2. Pick up other items such as breads, produce, dairy products, and ice

3. Start rearranging tables/displays and begin setting up the party area. This should include separate tables for food, drink/bar, and coffee/dessert

4. Time to decorate with any greenery, candles, displays, etc.

1 Day Before:

1. Clean your store one more time, concentrating on your bathrooms and front entrances

2. Stock your shelves with products and straighten up any display areas

3. Set up the buffet tables—preferably one accessible from all sides—with flatware, plates, platters, serving utensils, and napkins.

4. Do whatever touch-ups are needed

5. Post “Last Chance” Invitation to event on Social Media

Day of The Event

1. Finish setting up including your tables, decorations, trash cans, etc.

2. If you are hosting a Kid's Craft Area or Kids' Zone, set up that area with supplies

3. Assign a staff member to monitor this area throughout the event and stock up with supplies along with cleaning the area

4. As your caterers, entertainment, and/or demonstrators arrive, give the directions where they will be stationed and offer assistance with set up

5. Touch base with manager/staff and address any last-minute needs

6. Assign a staff member to take photos before and during your event to post on your social media pages

7. Double check your bathrooms and make sure all are fully stocked with towels, toilet paper, and soap

    

    

   Have fun! Mix and mingle with your customers and staff