F90 – HSE Event Planning Checklist

This is a suggested timeline—you may need to adjust based on the activities you’re planning.

Several Weeks Out

• Determine what kind of event(s) or activity(ies) to hold, and how many people you expect will attend. For activity and event inspiration, check out the activity ideas on the internet, OSHA.

• Set the date and time. Try to find a time when most workers can attend or schedule multiple times.

• Select a location that is suitable for your event, including the resources you’ll need (e.g., audiovisual equipment, chairs).

• If company leaders are expected to participate, get the event on their calendars.

Three Weeks Out

• Organize speaker presentations and/or demonstrations (e.g., personal protective equipment [PPE] fashion show, safety break training).

• Prepare an event agenda. You can use one of the event agendas to get started.

• Customize the event flyer or poster and post in a high-traffic area.

• Create an attendee invitation list (e.g., workers, contractors, supply chain partners, customers, the public, local press).

Two Weeks Out

• Send out email invitations to your event; make it an Outlook or another calendar request if possible. Use the sample event invitation email to get started.

• Use sample content to announce the event on your intranet site, in your newsletter, through social media, or on your public website.

One Week Out

• Hang a banner in a high-traffic area.

• Confirm speaker presentations or demonstrations.

• Prepare a post-event survey to gather feedback about the event.

The Day Before the Event

• Send out a reminder email to your attendee invite list.

• Print handouts, including agendas, surveys, training materials, or hazard reporting forms.

• The Day of the Event

• Set up space at least two hours before the event; check audio-visual equipment one hour before.

• Take pictures of your event and share them on social media, in your newsletter, or on your website.

• Don’t forget to distribute the event survey and collect results.

Event Follow-Up

• Analyze the event survey results.

• Discuss what you learned and what your company can improve upon.

• Prepare Certificate and Web Badge. Print and display your certificate and post your participant web badge to show your commitment to worker safety and health.