​​​

Check List:  It is a good practice to keep a running check list of event tasks or items needed before the day of your event to make sure your event goes as you have planned and have taken all the precautions to avoid issues by not being fully prepared. It's like everything else, the more prepared you are the better the outcome. The very first question is are you prepared for event execution, if not, go back to your plan and see what has been overlooked? 

​

Here are suggestions for some things to consider as part of your check list: This is not a complete list, but enough to give you an idea of the types of things you should think about prior to your event.

​

• Do you have a copy of your event insurance that will be with you the day of your event in case something happens?

• Do you have enough registration forms, waivers if not tied into your registration form, windshield placards and any other printed materials available for your event participants?  Always over-plan on this.

• Do you have enough startup money for the event, and allowing to make change?

• Have you set a rain date, and watching the forecast for your event date? You need to plan enough time to announce a reschedule of your event to your rain date if necessary.

• Do your vendors, if applicable know where they are setting up and any expectation you have for them to be there at your event?

• Do you have enough people to work your event? Always plan for extra as sometimes things come up and not everyone shows up the day of your event.

• Registration area, is it covered and out of gusty winds, so event paperwork is not flying all over?

• When collecting entry fee away from the registration area, do you have provisions for those collecting money to be out of the direct sunlight and access to water to avoid health issues?

• Does everyone understand their roles? A good example is people helping to park vehicles, do they understand that vehicles need adequate space between them so not to crowd the other vehicles and allow vehicles owners to clean their vehicles without having to worry about the vehicle next to them.

• If allowing canopies to be set up, have you made sure people understand they have to be properly secured so the wind doesn't lift them up and end up damaging someone's vehicle?

• Have you allowed emergency access in the vehicle parking area so people can leave if needed, and emergency vehicles and people can get in and out? Do you have contact information for emergency services for the area your event is being hosted?

• For events held with parking in grass or fields. Have you made sure the event area is freshly mowed before the day of your event?

• Have you arranged and confirmed restroom facilities, garbage containers will be available and that once event concludes provisions for trash removal?

• When doing raffles, drawings or 50/50s do you have enough tickets for drawings? Some states require a gaming license do legally conduct 50/50 drawings.

​

As I mentioned, this is not a complete list but hopefully this will give you enough information for the types of things you need to consider prior to your event.​​