The Ultimate Event Coordinator Checklist

Whether you're planning your first volunteer-driven event or your fiftieth, this checklist ensures nothing falls through the cracks.

8+ Weeks Before

• [ ] Define event goals and success metrics
• [ ] Set budget and get approval
• [ ] Choose date and venue
• [ ] Create initial timeline
• [ ] Identify key volunteer roles needed
• [ ] Start recruiting volunteer leaders

6-8 Weeks Before

• [ ] Open volunteer registration
• [ ] Create detailed role descriptions
• [ ] Plan training sessions
• [ ] Book vendors (catering, rentals, etc.)
• [ ] Design marketing materials
• [ ] Set up registration system

4-6 Weeks Before

• [ ] Review volunteer signups
• [ ] Identify coverage gaps
• [ ] Send targeted recruitment for unfilled roles
• [ ] Confirm vendor details
• [ ] Create event-day timeline
• [ ] Plan volunteer meals/snacks

2-4 Weeks Before

• [ ] Finalize volunteer schedule
• [ ] Send shift assignments
• [ ] Conduct volunteer training
• [ ] Create contingency plans
• [ ] Prepare volunteer materials (badges, guides)
• [ ] Test all equipment

1 Week Before

• [ ] Send reminder emails to all volunteers
• [ ] Confirm final headcount
• [ ] Prepare check-in station
• [ ] Create emergency contact list
• [ ] Do venue walkthrough
• [ ] Charge all devices

Day Before

• [ ] Set up venue
• [ ] Prepare volunteer packets
• [ ] Charge walkie-talkies
• [ ] Review weather forecast
• [ ] Confirm last-minute volunteers
• [ ] Get a good night's sleep

Event Day

• [ ] Arrive early
• [ ] Set up check-in station
• [ ] Brief volunteer leads
• [ ] Take photos
• [ ] Handle issues calmly
• [ ] Thank every volunteer

After the Event

• [ ] Send thank-you messages within 48 hours
• [ ] Collect volunteer feedback
• [ ] Document what worked (and didn't)
• [ ] Track volunteer hours
• [ ] Issue service certificates
• [ ] Update database for next time

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Pro tip: Save this checklist and customize it for your specific event type. Each event will teach you something new to add.

Need help managing all these volunteers? ShiftSharks makes scheduling easy so you can focus on the event itself.