Event Planner's Checklist

Whether you are a seasoned event planner or planning a one-time event, these tips will help you get off on the right foot.

6 – 8 Weeks Prior to Event

• Establish desired date, time, and location of the event.
• Contact Scheduling and Event Services.
• Reserve the space or request a different date if necessary.
• Review facility rules and regulations with the event manager.
• Establish a budget and obtain cost estimates.

  REGISTERED STUDENT ORGANIZATIONS:  
  - If the event is a Late Night Event, review LNE policy. 
  - Apply for RSO opportunity funds.

4 Weeks Prior to Event

• Plan service needs.
• Identify alcohol, catering, production and equipment needs.
• Draft preliminary floor plan.
• Include seating type, extra tables and AV needs.  
• Finalize date with the Scheduling and Event Services Office.  Sign and return Use Agreement.
• Sign any necessary contract agreements (entertainers, speakers, rental equipment, etc.).
• Create a marketing plan if necessary.
  REGISTERED STUDENT ORGANIZATIONS:  Contact the Student Involvement Center for help with the contract.

3 Weeks Prior to Event

• Determine food and beverage needs with CDS catering.
• Discuss sound/production needs with the Scheduling and Event Services Office.  May require a meeting with Production Service Staff.
• Plan service needs.
• Coordinate parking arrangements for those attending
• Receive floor plan approval
• Complete a general schedule and basic event plan
• Identify any anticipated special needs of guests.
• Event sponsor responsible for making special arrangements.
• Promote the event.

2 Weeks Prior to Event

• Schedule appointment with event manager to finalize details of the event
• If necessary, determine event security needs with event manager.
• Promote event.
  REGISTERED STUDENT ORGANIZATIONS:
  - Post event details on the University Calendar.
  - Send a news release/public service announcement to Media Relations or 438-5631.
  - Familiarize organization with public posting policy before promoting the event by reviewing the RSO Handbook.
  - Submit contractual agreements to receive check for the day of the event.

10 Days Prior to Event

• Finalize contracts, paperwork, timeline, and budget.
  REGISTERED STUDENT ORGANIZATIONS: Check organization's budget with RSO Financial Services.

 

1 Week Prior to Event

• Contact CDS catering with final counts.
• Finalize security and staffing with event manager.

2 Days Prior to Event

• Schedule time deliveries for rentals.
• Finalize plans for decorations.
• Review Use Agreement for guidelines and requirements in these two areas.

1 Day Prior to Event

• Issue checks due on event day.
• Discuss any modifications needed for event with your event coordinator.
• Complete a final walk through.
  REGISTERED STUDENT ORGANIZATIONS: Pick up checks from RSO Financial Services.

Event Day 

• Finalize any financial obligations.
• Arrive early to set up – but not before the previously determined move-in time.
• Handle any last minute changes with event coordinator.

After Event

• Participate in Move-out inspection.
• Participate in Post-event inspection.
• Conduct wrap-up meeting and make notes for improving the next event.