Offsite Event Process and Checklist
| Category | Item | Responsible Person | Status (✅/❌) |
| Branding & Presence | Tent/Canopy 10X10 | ||
| Branded signage (feather flags, A-frames, banners) | |||
| Posters or event-specific graphics | |||
| QR codes for social media, mailing list, vendor sign-up | |||
| Business cards / flyers with store information | |||
| Materials & Collateral | Flyers / postcards for current promotions | ||
| Vendor recruitment packets (info on booth rental, pricing, benefits) | |||
| Maps or store directories | |||
| Event schedules (if part of a larger festival) | |||
| Pens, clipboards, signup sheets | |||
| Digital signup option (iPad, tablet, or laptop) | |||
| Giveaways & Engagement | Branded swag items (stickers, tote bags, pens, magnets, koozies) | ||
| Raffle prizes (gift cards, vendor products, store credit) | |||
| Freebies or samples from vendors (if participating) | |||
| Contest or interactive game (spin wheel, scavenger hunt, trivia) | |||
| Coupon codes for store visit ('Bring this card in for 10% off') | |||
| Equipment & Supplies | Tent weights or sandbags (if outdoors) | ||
| Folding tables & chairs | |||
| Extension cords & power strips | |||
| Battery packs / portable chargers | |||
| Lighting (string lights, clip-on lamps if evening) | |||
| Fans or heaters (depending on weather) | |||
| Trash bags, zip ties, duct tape, scissors | |||
| Hand sanitizer, wipes, paper towels | |||
| Staffing & Roles | Event lead / coordinator (point person) | ||
| Staff to greet visitors and answer questions | |||
| Vendor liaison (to speak with potential recruits) | |||
| Social media staff for live posting & event coverage | |||
| Float staff for breaks / supply runs | |||
| Marketing & Promotion | Announce on social media (FB, Insta, TikTok) | ||
| Email newsletter blast before event | |||
| Event listed on community calendars | |||
| Paid ads (FB/IG/TikTok geo-targeted if relevant) | |||
| Press release or local media outreach | |||
| Day-Of Essentials | Cash box / card reader (Square, Stripe, etc.) | ||
| Cooler with bottled water & snacks for staff | |||
| Shade umbrellas / ponchos (weather-dependent) | |||
| First aid kit | |||
| Contact list for staff & vendors | |||
| Event schedule printed for reference | |||
| Post-Event Wrap-Up | Collect contact info from leads & raffle entries | ||
| Break down & inventory supplies | |||
| Debrief with team (what worked, what didn’t) | |||
| Social media recap post | |||
| Follow-up emails to contacts/vendors within 48 hrs | |||
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