Event Planning Checklist: Using Subcommittees

Event Planning Checklist

If you are lucky enough to have a group of people (aka a committee) helping you plan an event, one of the first to-dos on your event checklist should be to assign subcommittees. Subcommittees take on the various to-dos in their area of ownership. Having subcommittees means:

1. you don’t have to do everything yourself, and
2. a subcommittee lead can be your main point of contact – this helps eliminate mis-communication as you are dealing with one person not a big group.

All in all having subcommittees helps keep you organized, on track and not overwhelmed with all the to-dos. But, what are the right subcommittees to have? This of course depends on your event, but here are a few examples:

Inventory: If you have an auction it is good to have an inventory subcommittee. This subcommittee oversees what items you have in, who has submitted an item, the value of such item, etc. they manage any donation contract you have as well. The week prior to your event they package all the items up as necessary in baskets. The day of the event they manage placement on your auction tables. They are the owners of the auction items – or, if you don’t have an auction, any raffles and such.

Ticketing: This group manages your ticket sales. They monitor ticket sale levels, plan activities to increase ticket sales, manage the list of comped people should you have them, and manage the RSVP list.

Public Relations: This group oversees all your PR activities including posting your event on websites to spread the word about ticket sales. They develop and issue any press releases and monitor for coverage post event. They also book any photographers you use (as you will be able to use the photos they take for PR purposes).

Entertainment: This group is in charge of finding, booking and managing any entertainment you have such as a DJ, band, performer, etc.

Secretary: This is usually one person who manages your attendance and sends out meeting minutes.

Treasurer/Finance: Usually one or maybe two people at most, this subcommittee keeps track of the budget including purchase orders, payments, what you have coming in and what is going out.

Décor: This subcommittee oversees the décor for the event including flower arrangements, signage, theme, decorations, etc. They also oversee the set up of décor items the day of the event.

What other subcommittees have you used to manage events? 

For more on event planning checklist actions, check out our other articles on:  Event Planning Checklist: Using a Decor Schedule and Event Checklist: Doing a Walk Through of an Event Space

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