Event Planning

 

 

Sample Check List

Please use this sample Checklist to ensure all aspects of the event are considered. Please note: not all tasks listed will be relevant to your event, and not every possible event planning task appears on this list. Please edit this form for your needs as necessary. Times given should be considered the minimum amount needed to accomplish the task. University Events (UE) is available to provide guidance as needed.

Here are the basics things to consider when planning your event:

1. Determine the purpose, format, and feasibility of the event.
   
2. Determine how the event complements the mission of the university.
   
3. Create an estimated budget and get approval.
4. Submit your event request to UE for space approval. Clear the date with participants, speakers and university officials. We STRONGLY recommend confirmation of space prior to entering into any contracts.
5. Receive confirmation of event location from UE.
   
6. Double-check for conflicts with other major functions.
   
7. Recruit your event team.
8. Draw up preliminary guest list categories. 
9. Begin collecting addresses for save-the-date mailing.
10. Select the theme.
    
11. Choose a caterer.
    
12. Begin to consider decor/flowers, etc.
13. Select and order recognition items (award, honor, citation).
14. Order favors, souvenirs, printed folders, and other give-away items.
15. Arrange for or reserve rental equipment such as tables, chairs, tents, podiums, etc.
16. Confirm a master of ceremonies and the program speakers.
17. Plan audio-visual presentations.
    
18. Make preliminary security arrangements with Public Safety.
    
19. Contact the Office of Legal Affairs to discuss insurance coverage.
    
20. Get all necessary administrative approvals.
    
21. Plan promotion and publicity.

University Events can offer you guidance in regard to planning your event, but we cannot plan your event for you. We can walk you through your planning, provide guidence on university protocol and direct you to resources you may need.