1Event Overview
3ON Entertainment Contact
Event Description / Purpose
2Planning Timeline & Milestones
Complete the following milestones for each event. Mark ✓ when complete.
Timeframe
Task / Milestone
Status
8+ Weeks Out
Confirm venue, date, and time. Book with venue.
8 Weeks Out
Develop event budget. Identify funding / sponsorship needs.
7 Weeks Out
Contact 3ON Entertainment Group re: entertainment programming.
7 Weeks Out
Launch sponsorship outreach. Send packages to prospective sponsors.
6 Weeks Out
Begin volunteer recruitment. Post sign-up forms.
6 Weeks Out
Create event marketing materials (social, print, web). Submit to cowichanconnects.ca.
5 Weeks Out
Send vendor applications (if applicable). Confirm vendor list.
4 Weeks Out
Confirm all sponsors. Collect logos and collateral.
4 Weeks Out
Finalize entertainment schedule with 3ON Entertainment Group.
3 Weeks Out
Print event programs, signage, and materials. Order supplies.
2 Weeks Out
Confirm all volunteers. Send role assignments and schedules.
2 Weeks Out
Issue media release. Notify local press and community boards.
1 Week Out
Final venue walkthrough. Confirm setup times and logistics.
1 Week Out
Conduct volunteer briefing / orientation session.
3 Days Out
Confirm all vendors, caterers, and suppliers. Final headcount.
Day Before
Setup begins (if permitted). Sound check with 3ON Entertainment Group.
Day Of
Volunteer check-in. Final setup. Doors open. Event execution.
Post-Event
Debrief with team. Thank sponsors/volunteers. Send post-event report.
3Event Budget Summary
| Budget Item | Estimated Cost | Actual Cost | Notes |
|---|
| Venue Rental | | | |
| Entertainment (3ON Entertainment Group) | | | |
| Sound & Lighting / AV | | | |
| Printing / Signage | | | |
| Catering / Refreshments | | | |
| Marketing / Advertising | | | |
| Supplies & Materials | | | |
| Security / First Aid | | | |
| Permits & Insurance | | | |
| Miscellaneous | | | |
| TOTAL EXPENSES | | | |
| TOTAL REVENUE (Sponsorship + Tickets + Other) | | | |
| NET (Revenue – Expenses) | | | |
4Event Day Checklist
🏗️ Setup
Tables, chairs, and layout in place per floor plan
Registration/check-in table set up with sign-in sheets
Signage and banners installed (including sponsor banners)
Sound system tested (3ON Entertainment Group sign-off)
Lighting confirmed and operational
All vendor/exhibitor booths confirmed and ready
First aid station established
Washrooms confirmed accessible and stocked
👥 Staffing & Volunteers
All volunteers checked in and assigned to roles
Volunteer briefing completed
Event lead contact list distributed to all staff
3ON Entertainment Group team on-site and briefed
Security/safety personnel in position (if applicable)
📢 Communications
Final social media post published before event opens
Event program distributed at entry
Sponsor acknowledgements prepared for MC / announcements
Emergency contact list accessible to all team leads
✅ Post-Event
Venue cleaned and returned to original state
All signage and equipment packed and accounted for
Thank-you messages sent to sponsors, volunteers, vendors
Post-event summary submitted to Cowichan Connects
Financial reconciliation completed
Photos and media archived / submitted
5Key Contacts
6Event Notes & Debrief
What to Improve Next Time