Charity Event Project Management Template

Charity Event Project Management in Priority Matrix

Manage all aspects of charity event planning from concept to execution, ensuring nothing falls through the cracks.

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Proposed Tasks

Critical, Immediate

• Finalize Event Concept - due in 1 week
  ☐ Decide on the theme of the event ☐ Outline the main activities ☐ Determine the target audience
• Secure Venue - due in 2 weeks
  ☐ Research potential venues ☐ Visit shortlisted venues ☐ Negotiate contract ☐ Book venue
• Assemble Event Team - due in 2 weeks
  ☐ Identify necessary roles ☐ Assign roles to staff/volunteers ☐ Provide team with necessary resources and information
• Ticket Sales and Registration - due in 7 weeks
  ☐ Set up ticket sales platform ☐ Manage ticket sales and registration ☐ Handle inquiries and special requests
• Final Preparations - due in 8 weeks
  ☐ Finalize event details ☐ Ensure all tasks are completed ☐ Address any last-minute issues
• Event Day Management - due in 9 weeks
  ☐ Oversee event setup ☐ Manage event activities ☐ Handle any issues that arise

Important, Not Immediate

• Create Event Budget - due in 1 week
  ☐ Estimate costs for venue, catering, entertainment etc. ☐ Allocate funds for each expense category ☐ Plan for contingencies
• Plan Marketing Strategy - due in 3 weeks
  ☐ Identify marketing channels ☐ Create marketing timeline ☐ Develop marketing materials
• Secure Sponsors - due in 4 weeks
  ☐ Create sponsorship packages ☐ Reach out to potential sponsors ☐ Negotiate sponsorship deals
• Implement Marketing Strategy - due in 6 weeks
  ☐ Launch marketing campaign ☐ Monitor and adjust campaign as necessary

Less Critical, Immediate

• Organize Volunteers - due in 4 weeks
  ☐ Recruit volunteers ☐ Assign roles and responsibilities ☐ Provide training if necessary
• Plan Event Logistics - due in 5 weeks
  ☐ Plan layout of venue ☐ Arrange for equipment and supplies ☐ Organize transportation and accommodation if necessary
• Finalize Event Schedule - due in 5 weeks
  ☐ Plan timing for each activity ☐ Ensure smooth transitions between activities ☐ Allow time for setup and cleanup

Less Critical, Not Immediate

• Post-Event Cleanup - due in 9 weeks
  ☐ Oversee event cleanup ☐ Return rented equipment and supplies ☐ Ensure venue is left in good condition
• Post-Event Follow-up - due in 10 weeks
  ☐ Send thank you notes to attendees, sponsors, and volunteers ☐ Collect feedback ☐ Discuss and document lessons learned
• Event Evaluation - due in 11 weeks
  ☐ Analyze event success based on KPIs ☐ Prepare and present event report
• Financial Reconciliation - due in 12 weeks
  ☐ Collect all invoices and receipts ☐ Compare actual expenses to budget ☐ Prepare financial report
• Sponsor Follow-up - due in 13 weeks
  ☐ Thank sponsors for their support ☐ Provide sponsors with event report ☐ Discuss future partnership opportunities
• Team Debrief - due in 14 weeks
  ☐ Hold a meeting to discuss what went well and what could be improved ☐ Thank team for their hard work ☐ Discuss plans for future events
• Document and Archive Event - due in 15 weeks
  ☐ Compile all event documents ☐ Store documents in a safe and accessible location ☐ Ensure all digital files are backed up