Taking photos during events has become increasingly popular.  If you are going to use the photos that you take for marketing purposes (such as putting on a brochure or banner) make sure to get a signed model release for every person that is recognizable in the shot.  If you are planning to use the images for posting on Facebook or web pages, then make sure the following language is visably posted so that all your guests are aware of your intentions.  "We will be taking photos during this event.  If you prefer not to have your image shared please let the events staff know".  If you are taking pictures purely for archival purposes - and the images will not be posted or shared, it is not required to post the statement.

Here are some other things to be legally aware of:

Ready to schedule your event?  Check out the interfaith calendar to avoid a religious holiday that may impact your audience's attendance.

Event Planning Check List

Learn about creating your own personalized check list by reviewing how to create a backwards timeline.

Three weeks out from your event is a good time to check to see how your planning is coming along. The following is a checklist to make sure your organizers are on track to planning a successful event.

  • Room/Equipment:
  • ___Room set up arranged
  • ___Equipment rented
  • ___Rental payment to facility
  • ___Kitchen rental payment to facility
  • ___Prepared "special guests" list to facility
  • Publicity:
  • ___Poster, fliers, table tents printed
  • ___Payment to printing
  • ___Information/Press release to University Marketing, Student Media, Student Involvement
  • ___Barometer advertising arranged
  • Program:
  • ___Personal Service Contracts signed
  • ___Script for program developed
  • ___Rehearsal time reserved and scheduled
  • ___Sound and light staff scheduled and confirmed
  • Tickets:
  • ___Printed
  • ___Accounting sheets available
  • ___Invitations mailed to guests
  • ___Sales and distribution scheduled
  • Decorations:
  • ___Materials purchased
  • ___Preparations scheduled
  • ___Set-up scheduled
  • Set-up/Clean-up:
  • ___Committees established
  • ___Times clearly stated

 

Day of the Event List

The day of the event is often chaotic. We have created a list of tasks to help you organize and keep track of your progress throughout the event day.

Early A.M.

  • Check in with facilities Supervisor/Manager
  • Discuss the day's itinerary and all changes
    • Walk through the area together.
      • Note:
      • Set-up of room/facility
      • Is all rented equipment accounted for?
      • Are adequate trash cans available?
      • Is there equipment for decoration? (Ladder, tape)
      • Is there a coat rack?
      • Confirm schedule of door control and security
      • Discuss the events layout from beginning to end
      • Who will be supervising the clean up of the event?
      • Give and receive contact information
    • Meet with chairs of committees
      • Identify areas of concern
      • Map out the day
      • Remind people of duties and expectations
      • Clarify questions
      • Give and receive contact information

Mid Day

  • Event Coordinator should check with all committee chairs
    • Note progress
    • Check schedule
    • Solve problems
  • Check in with food committee or caterer to make sure they are on schedule and are not having any problems

 

One hour before Event

  • Pick up cash box for ticket sales if needed
  • Set up ticket sales and nametag tables
  • Secure all entrances
  • Confirm arrival of entertainment
  • Set lighting and sound
  • Check in with committee chairs
  • Troubleshoot

 

End of the Event

  • Clear everyone except for the clean-up volunteers
  • Contact Building Supervisor for instruction on clean-up
  • Remove and store all tables and chairs
  • Remove all decorations
  • Empty trash and sweep floors
  • Count tickets received at entry
  • Count cash box, and deposit money
  • Reconcile ticket sales with dollars deposited
  • Return all rented equipment