Printable Homecoming Planning Checklist

6 to 12 months out

• Budget ceiling set from the ASB budget approved by the ASB governing body and the district Owner
  • Bookkeeper confirms the funds are actually available in the ASB account Owner
• Homecoming date confirmed against the athletic and district calendars Owner
• Venue reserved and written confirmation received Owner
• DJ and entertainment booked, contract signed Owner
• Add-ons decided: photo booth, uplighting, etc. Owner

First week of school

• Committee seated, leads named: budget, publicity, decor, tickets, chaperones, vendor contact Owner
• Budget worksheet opened with all line items Owner
• ASB approval placed on a meeting agenda Owner

8 weeks out

• Theme locked and checked against venue and budget Owner
• Break-even attendance calculated from fixed cost, ticket price, and per-head cost Owner
• Ticket price set from the budget, not from last year Owner
• Fee waiver process confirmed with the bookkeeper, automatic and identical to a standard purchase Owner
• Refund policy confirmed with the bookkeeper and published on the ticket page Owner
• Purchase order issued against the signed statement of work Owner
• Certificates of insurance requested from every outside vendor Owner
• Background screening confirmed for all vendor staff Owner

6 weeks out

• Decorations and supplies ordered Owner
• Custodial and facilities coverage confirmed in writing Owner
• Haze and smoke detector policy confirmed in writing Owner
• Occupant load and crowd manager requirement confirmed with facilities, in writing Owner
• Security requirement confirmed with administration Owner

4 weeks out

• Ticket sales open Owner
• Publicity live: announcements, posters, student social posts Owner
• Chaperone recruitment started by name Owner
• Guest permission form process published Owner

3 weeks out

• Chaperone roster confirmed in writing Owner
• Song request questionnaire sent to students Owner
• Do-not-play list finalized with administration and sent to the DJ Owner
• Guest forms collected and verified Owner

2 weeks out

• Venue walked with facilities and relevant vendors Owner
• Load-in route, parking, and power circuits confirmed Owner
• Vendor arrival times confirmed in writing Owner
• Vendor point of contact named and introduced Owner
• Accessibility plan confirmed: entry route, quiet area, lighting effects Owner

Week of

• Ticket sales closed, entry list built Owner
• Run of show printed with a name on every line Owner
• Chaperone zones assigned by hour Owner
• Lanyards or staff shirts ready Owner

Day of

• Vendor load-in 1 to 3 hours before doors Owner
• Chaperone briefing held 30 minutes before doors Owner
• Ticket table staffed, IDs and guest passes checked Owner
• Photo booth last call announced 30 minutes before it closes Owner
• Teardown and lockup owners confirmed Owner

Monday after

• Tickets sold reconciled to cash collected and deposited intact Owner
• Budget reconciled, actual attendance recorded Owner
• One page written on what broke Owner
• File handed to next year's committee Owner