Event Planning Guide
- Guide home
- Creating an event plan
- Sharing Duties
- Publicity and marketing
- Facilities
- Risk Management
- Time lines and other resources
Learn about creating your own personalized check list by reviewing how to create a backwards timeline.
Event Planning Check List
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
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
-
Walk through the area together. Note:
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
- 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
- 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
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 (PDF) 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 visibly 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: