University Events

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 determined

___Equipment rented

___Rental payment to facility

___Kitchen rental payment to facility

Publicity:

___Poster, fliers, table tents printed

___Information/Press release to University Marketing, Student Media, Student Involvement

___Barometer advertising arranged

Payments:

___Budget drafted and approved

___Funding sources (index) determined

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 and RSVPs/registrations coming in

___Sales and distribution scheduled

Safety:

___Venue evacuation and communication plans reviewed

___Event flow revaluated for current issues (possible weather issues, possible social issues, pandemic, etc.)

___If necessary, security staff hired

___"Need to know" parties have been contacted and are aware of your event

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
    • Confirm safety communications plan (who makes the call when there is an emergency, who makes the announcements)
    • 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

• 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