RESIDENT EVENT PLANNING CHECKLIST FOR PROPERTY MANAGEMENT

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--- EVENT CONCEPT & GOALS ---
[ ] Event Theme/Concept Description
[ ] Primary Event Goal (Choose One) (Community Building, Resident Engagement, Brand Awareness, Seasonal Celebration, Other)
[ ] Target Resident Attendance
[ ] Desired Outcomes (Select all that apply) (Increased Resident Satisfaction, Improved Resident Retention, Enhanced Property Image, Gather Resident Feedback)
[ ] Target Event Date (Initial Planning)

--- BUDGET & RESOURCES ---
[ ] Total Budget Allocation
[ ] Estimated Attendance (for food/beverage)
[ ] Funding Source (Property Management Budget, Resident Activity Fund, Sponsorship)
[ ] Food & Beverage Budget
[ ] Entertainment Budget
[ ] Marketing & Promotion Budget
[ ] Supplies & Decorations Budget

--- VENUE & LOGISTICS ---
[ ] Venue Address
[ ] Venue Booking Date
[ ] Venue Setup Time
[ ] Maximum Occupancy Allowed
[ ] Venue Type (Clubhouse, Outdoor Patio, Community Room, Other)
[ ] Number of Tables Required
[ ] Number of Chairs Required
[ ] Audio/Visual Equipment Needed? (Yes, No)

--- MARKETING & PROMOTION ---
[ ] Communication Channel(s) (Email, Community Bulletin Board, Resident Portal, Social Media (if applicable))
[ ] Event Description for Promotion
[ ] RSVP Deadline (Days Before Event)
[ ] Promotion Start Date
[ ] Marketing Materials (Flyer, Email Template, Social Media Graphics)
[ ] Promotional Flyer (Upload)
[ ] Marketing Priority (High, Medium, Low)

--- ACTIVITIES & ENTERTAINMENT ---
[ ] Event Theme (Optional) (No Theme, Holiday, Seasonal, Games & Activities, Food Focused, Movie Night)
[ ] Entertainment Options (DJ, Live Band, Games (e.g., Cornhole, Giant Jenga), Face Painter, Magician, Karaoke, Movie Screening)
[ ] Estimated Attendance
[ ] Detailed Activity Descriptions
[ ] Food/Beverage Style (Light Refreshments, Potluck, Catered Meals, Food Trucks)

--- PERMITS & INSURANCE ---
[ ] Event Permit Required? (Yes, No)
[ ] Alcohol Permit Required? (Yes, No, Not Applicable)
[ ] Permit Type (if applicable)
[ ] Permit Number (if applicable)
[ ] Permit Expiration Date (if applicable)
[ ] Insurance Coverage Reviewed? (Yes, No)
[ ] Insurance Policy Number

--- VOLUNTEER COORDINATION ---
[ ] Number of Volunteers Needed
[ ] Volunteer Roles Available (Setup Crew, Registration, Activity Facilitators, Cleanup Crew)
[ ] Volunteer Training Instructions
[ ] Volunteer Training Date
[ ] Volunteer Training Time
[ ] Volunteer Skillsets (Select all that apply) (Customer Service, Event Setup, First Aid/CPR, Childcare, Food Handling)
[ ] Volunteer Agreement Signature

--- SETUP & BREAKDOWN ---
[ ] Setup Start Time
[ ] Estimated Setup Time (Hours)
[ ] Setup Location (Specific Area)
[ ] Equipment Needed for Setup (List)
[ ] Event Start Time
[ ] Breakdown Start Time
[ ] Estimated Breakdown Time (Hours)
[ ] Equipment to be returned (List)
[ ] Signature of person responsible for breakdown

--- POST-EVENT EVALUATION ---
[ ] Total Resident Attendance
[ ] Estimated Resident Participation Rate (%)
[ ] Which marketing channels were most effective? (Email, Flyers, Social Media, Resident Portal, Other)
[ ] Resident Feedback - What did residents enjoy most?
[ ] Resident Feedback - What could have been improved?
[ ] Overall Event Success (1-5, 5 being best) (1, 2, 3, 4, 5)
[ ] Lessons Learned & Recommendations for Future Events

--- CONTINGENCY PLANNING ---
[ ] Identify Potential Weather Risks (e.g., rain, extreme heat)
[ ] Backup Venue Option (if outdoor event) (Yes, confirmed backup venue, Yes, potential backup venue, No backup venue)
[ ] Estimated Number of Attendees in Case of Unexpected High Demand
[ ] Date of Weather Check/Forecast Review
[ ] Time to Postpone/Cancel Due to Weather
[ ] Communication Plan for Event Cancellation/Postponement (who to notify, method)
[ ] Emergency Contact Person on Site (Yes, assigned person, No assigned person)

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