Tasks involved in putting on an event
This is a generic list of tasks that may be required to organize and run an event. This structure has been in
use by the Dawn Dance Weekend Committee since 1997. Some of these may not apply to your specific type
of event. We hope this checklist will be helpful to those of you planning a new event or activity, participating
committee members, and anyone submitting or assessing grant or budget requests. Please send any
suggestions or comments to the AACTMAD Secretary.
Chair(s)/Organizers - Assess program ideas, general interest, facility availability, other event conflicts and
construct a preliminary budget. If plans are to proceed then:
Recruit subcommittee heads
Schedule full committee meetings and prepare agendas
Prepare and facilitate discussion regarding policies (free or discounted admissions, scholarships,
volunteer treats, advanced and door pricing, etc.)
Monitor subcommittee progress between meetings, and before, during, and after the event
Facilitate coordination and communication between subcommittees
Facilities Manager [budget]
Arrange and obtain contract with facility owner.
Check on liability insurance, special use conditions, parking, required permits, etc.
Arrange for deposit with Treasurer
Obtain or prepare facility use checklist especially as regards to clean up
Obtain fans if necessary.
Check on floor and facility conditions before event and schedule pre-cleaning if necessary
Prepare and turn in any post event reports or check lists
Request volunteer staffing as needed
Floor Protection [budget]
Coordinate with facility manager regarding floor use restrictions
Make sure brochure/flyer and signs exist regarding clean shoe policy
Set up shoe changing area and provide shoe cleaning mats, booties, etc.
Obtain vacuums, brooms, cleaning supplies, shuffleboard wax, etc.
Schedule floor cleanings before, during breaks, and after event
Request volunteer staffing as needed
Gate Manager
Plan and arrange physical set-up for ch