Checklist for Planning a Successful Crime Prevention Event

20 to 12 Weeks Ahead

• Decide who is going to oversee (chair) the event.
• Recruit a core volunteer working group.
• Invite law enforcement, fire, and rescue personnel to help with safety and security.
• Bring everyone together and decide the following:
• How will you fund this event?
• What do you want to happen at your event? When do you want to have it?
• Where are you going to hold your event? Consider seating, parking, accessibility for people with disabilities, and access to public transportation.
• How many people can you accommodate?
• Are you going to need any permits?
• Who is going to be on what committee? Committees usually include Awards and Prizes, Entertainment and Publicity, Information, Food and Decorations, and Invitations and Hospitality.

12 to Eight Weeks Ahead: Committee Checklists

Chair and/or Honorary Chair

• Recruit an honorary chair to help publicize and draw people to your event. Local celebrities or TV and radio station personalities are good choices.
• Identify potential partners and local celebrities with help from the honorary chair.

Invitations and Hospitality

• Invite local celebrities.
• Estimate how many people will be attending and tell the Food Committee.
• Let the Decorations Committee know how many tables are needed for registration.
• Reach out to recruit volunteers.

Awards and Prizes

• Decide criteria for awards and recruit judges. Arrange for the honorary chair or other community leader to present the awards.
• Ask businesses to donate awards and door prizes or select and order McGruff® licensed products.

Entertainment and Publicity

• Draw up detailed plans for activities and entertainment. Arrange for stage, sound, and audio-visual equipment as required.
• Call the news media to introduce yourself and the event.
• Prepare a press release to send out one week before the event. Put together a kit that includes a press release, fliers, and a list of sponsors and participating celebrities.
• Be available on the day of the event to meet and greet media representatives.

Information Checklist

• Let the Decorations Committee know how many tables and chairs you will need and work with them on a seating chart.
• Decide on what information you will distribute and order enough copies.
• Recruit volunteers to help exhibitors set up, load, and unload materials.

Food and Decorations Committee

• Decide what decorations you will have and where they will go.
• Map where exhibits, food, entertainment, registration, etc., will be set up. Pay attention to the location of electrical outlets.
• Decide if you are going to serve refreshments. If you don’t want to provide refreshments, you could invite local restaurants to sell food. Make sure you at least provide water.
• Arrange for all required tables, chairs, napkins, cups, plates, and utensils for food; hospitality; exhibitors; and awards.

One Day Ahead

• Test audio-visual and sound equipment.
• Set up tables and decorate if possible.
• Make sure that workers and attendees will be safe—check for hazards.
• Purchase all perishable food items and/or ensure that all food is prepared.
• Do a final review to make sure all checklist items are completed.

The Big Day!

• Install or complete decorations.
• Set up tables, stage, and audio-visual equipment.
• Ensure that first aid kit, fire extinguishers, and emergency phone numbers are readily accessible, but out of the way.
• Ensure that volunteer greeters and helpers are on site, briefed, and ready to go.
• Don’t forget to thank all donors, workers, partners, and celebrities at the event.