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Event Pre-Planning Checklist

Title of Event: Date: Person in charge: Number of guests attending:

Office / Department: Starting time: Contact no.: Ending time: E-mail:

Hall Arrangements Panel: _ 2 persons _ 3 persons _ 4 persons _ 5 persons _ 6 persons _ Other

Include podium in the venue Platform / Stage Extra tables _______ (how many) Extra chairs _______ (how many) Food and beverage station Press table Book signing table Rugs / Carpets Publications table Table cloths Plants / Flowers Banner hanging VIP room reservation

Office of University Communications – Conference and Visitor Center

Overflow room VIP seating reservation in the hall Seating plan with labels Identify press area Name tags for organizers Seating Lecture seating Dinner / Reception seating Seminar seating U shaped seating Other Office of University Communications – Conference and Visitor Center .

Light and Audiovisuals Specify number of panel microphones ____ Specify number of portable (hand held) microphones ____ Specify number of other microphones with stands_ ___ Audio recording Video recording Standard lighting system Customized lighting system Presentation equipment (Screen.Sound. Laptop) Standard sound system Customized sound system (Other – Please Specify) Food & Beverage (Catering) Type: Style: Light snacks Served seated Reception Buffet Lunch Dinner Menu planning: Identify food and beverage items Drink bar Reception before / after event Private dinner following event / menu / guest list Collateral Material Invitations Banners Posters Name tags Save the date cards Directional signs Labels (Reserved) Others ______________________________ Office of University Communications – Conference and Visitor Center . Data-show.

time and name of event Stamp Invitations from the security department – limited to venue capacity (for public events) Specify gate of entry __________ Prepare guest List Prepare VIP list Identify organizers / staff assignments / external caterer Prepare list of equipment entering the venue Identify date for rehearsal of event Enter equipment day/night before the event Prepare timeline:      Guests arrival time_________________ am pm am am pm pm Opening speech by _________________________________ time _____ Guest speaker _____________________________________ time _____ Q&A for _____ minutes Closing remarks by _________________________________ time _____ am pm Office of University Communications – Conference and Visitor Center .edu) Online Announcements (Facebook / Twitter) AUC Events Calendar Media Relations Press Release Magazine Advertisements Other _________________________ Logistics Inform security department about date.Promotional Bulletin Boards News@AUC (news@aucegypt.

Reception / Dinner (please specify time and venue) _________ am pm Transportaion and parking:  Will your guests require bus transportation? o  Yes No Number of guests transported by bus _______ Yes No Will your guests require parking spots? o Number of parking areas needed _______ Other Arrangements Water on podium and panel Flowers on podium and panel Photographer Music Staff/Ushers’ dress code Welcome gifts / baskets Camera locations in venue Plants Bathroom hygiene Other ______________________________ Office of University Communications – Conference and Visitor Center .

Things to have on the day of the event List of event organizers’ contact numbers Emergency exit locations Agenda for the event Labels “Reserved” Labels “Press” Business cards Office of University Communications – Conference and Visitor Center .