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Event Planning Checklist

Event Planning Checklist

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Published by vajoansa

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Published by: vajoansa on Feb 24, 2013
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02/24/2013

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Timeline and Checklist for Event Planning
EventName:Date:Location(s):Planner/Prime:Description:Purpose:Time:# of Guests:VIPs:
 Three to four months before the event
 
ActivityPersonResponsible
 
Due Date
Establish planning group and appoint chairHold planning meeting re event goals and detailsEstablish responsibilitiesDetermine funding and budget sourcesReserve date on key attendeescalendars – follow protocol forrequesting Chancellor or Provost participationDetermine and reserve venueConfirm speaker and speaker needsBlock hotel rooms for out of town speaker, VIP guestsDetermine guest list, request alumni data
 Two to three months before the event
 Create and order save-the-date cards, invitations, response cards andrelated materials (i.e. map, etc), OR meet with Director of Communication or vendors to discuss print materials needed forevent.Meet with Director of Communication to discuss publicityDraft program agendaDetermine signage requirements (pedestrian & vehicle)Determine on-site registration procedures, including ushersBook event with caterer and establish preliminary menuContact Transportation for parking assistanceContact Campus Police for safety and security assistanceContact Fleet Services for bus and car transportationContact vendors as required for: tent, stage, podium, chairs, tables,AV equipment (sound, lighting, projector, computers, etc), flowers,plants, other decorationsMail save-the-date cards
 
Six weeks before the event
 
Activity PersonResponsibleDue Date
If alcohol is being served, request necessary approvals and NCpermits – if “Cocktails” are noted on invitation, complete this stepprior to ordering invitations.Arrange for photographerSend print invitations
Four weeks before the event
 Approve final program/agendaDraft script or talking points for speakersWork with Director of Communication on copy for internal andexternal publicityMeet with vendors on site, follow up on all ordersConsider site preparation (special cleaning, equipment and trashremoval) (Contact Facilities Operations for assistance)Prepare event signageSend electronic invitations
 Two weeks before the event
 Review staffing assignments for day of eventMeet on site with operational staff such as transportation officialsand ushers to discuss responsibilitiesMeet with caterer on site to discuss setup and final menuSend out attendance update to planning team/key players
One week before the event
 Send caterer final countPrint programs, name badges, seating charts, place cards, etc.Confirm arrangements with vendors
24 Hours before the event
 Contact caterer to verify all arrangementsConfirm security requirementsEnsure tent, chairs, tables, stage, podium are in place

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