Event Planning Checklist 

Have you ever had the great opportunity of hosting an event, but you had no clue where to start? The following is an easy, one-page checklist for events from spouse welcomes, farewells, lunches, formal and casual dinners, cocktails, porch parties to SFRG events.

Official spouse welcomes and farewells have a more detailed set of guidelines and protocol to follow, please check with your post policies or your senior advisor for a detailed list. 

We recommend first, depending on the size of event, to gather a group of spouses to form one or more committees. The more people involved, the more spouses share in learning Army tradition and its legacy for future generations!

Consider a co-host! Our team always found it more fun coordinating with another spouse. 

What Type of Event?

 Once your checklist is completed, the decision of what type of event or theme to have comes next — casual or formal, coffee, brunch, tea, dinner, etc. Traditionally, unit welcomes were at the unit, in their conference room, decorated with tablecloths, flowers, potluck with hors d’oeuvres and a cake, and were on a Sunday.

In today’s hectic schedules with working spouses and parents, sometimes a restaurant with a selected dinner menu works better. Formal teas and pouring lists are a great way to bring old traditions to an event, but they are rarely seen outside of spouse clubs or senior spouse welcomes and farewells. Venue and cost are a consideration. Whatever you choose, we are sure it will be most appreciated!  Remember, most memorable are the people! 

Invitations!

Invitations should go out as early as possible (at least 2-3 weeks in advance) after checking with the guest of honor for availability. Invitations should include host, why, when, where, dress, and R.s.v.p.

View the checklist for possible invitees. Keep in mind if it is a unit, community or purely social event.

The start of the event is important!

Name tags and a receiving line are most helpful for unit events so the new spouse or couple has the opportunity to greet all the guests. It is the most efficient way to graciously meet everyone in a short amount of time.

A few of us have seen the guest of honor’s name tag with some added bling or design, sometimes in the theme of the event.

Kicking off your event with a short program of introductions like an ice breaker or game or sharing the Army spouse songs, “Charm of the Army” and “Rolling Along with the Army.” (For those not familiar with these, our blog team will highlight them in a later blog!)

Pictures of an event are always appreciated and can be printed in a book or emailed as a wonderful reminder of their event especially if it is a welcome or farewell. 

Whatever you decide will be wonderful as it comes from the heart!                                         

                                    EVENT PLANNING CHECKLIST  2022                             

• EVENT and THEME:  Welcome, Farewell, Tea, Coffee, Brunch, Lunch, Dinner  
• NAME:  (HONOREE)  First Name, Middle Initial, Last Name
• POSITION:  Spouse of the _____
• DATES IN POSITION:  (confirm dates)
• DATE OF EVENT: (Day of Week: Mo/Day/Yr)   ______ 
• TIME: 
• ATTIRE:  Casual/Formal/Informal (with e.g. uniform, sport coat, open collar, cocktail, suit & tie, khakis)
• LOCATION/PLACE:    (GPS Street Address) 
• OFFICIAL HOST/HOSTESS & UNIT:    
• GUESTS/INVITEES:  Battalion, Brigade, Division Spouses, Coffee Groups, International Spouses, SFRGs,  Friends, Family, Office, Neighbors, Gold Star, Unit, Post, Board Members
• INVITATIONS (reviewed by Protocol if necessary):  Host Name; Why, When, Where, Dress, R.s.v.p.
• DECORATIONS:  Tables & Skirting (Club/Personal), Centerpieces, Candles
• MENU:  Hors d’oeuvres, Meal, Dessert, Cake
• PROGRAM (Talking Points/Microphone/Speakers/Sound System):  Ice Breaker, Games, Activity 
• COSTS/FUNDS CONTROL/TREASURER:  Cost per person:  $ _______
• Cost should cover refreshments, plus incidentals, e.g. venue, corsage, guestbook, nametags,decorations, etc.
• GIFTS:   Max $___per person, e.g. a token unit welcome gift.  Review DoD 5500.7-R, Joint Ethics Regulation for maximum amount.
• CORSAGE/FLOWERS:  Favorite colors, unit colors, patriotic and favorite flower, pin-on or wrist corsage or boutonniere 
• GUEST BOOK & PEN:  Decorated Scrapbook Page, Area Coffee Table Book or Guest Book 
• NAME TAGS/PLACECARDS/SEATING: See The Army Spouse Handbook pgs 20-21, 145, 158-166
• MUSIC:  “The Charm of the Army,” “Rolling Along with the Army,” unit song, background music
• PHOTOGRAPHER:  (video/pictures on CD/book) 
• ESCORTS/COATS:
• POURING LIST (if applicable):   Coffee & Tea Service, Punch Bowl – Senior Spouses 
• RECEIVING LINE (red carpet):   
• PARKING:
• AWARDS:  (if applicable)
• SET-UP AND CLEAN-UP: