Event Planning Checklist (Page 2 of 4) in pdf

Event Planning Checklist Page 2

Program-Invitation-Promotion

 Draft program agenda

Event schedule timing, room locations, etc.

Emcee and podium transitions

Speaker/room hosts

 Speaker/s confirmation letter.

Time date location

Request bio summary or CV. Photo, title of presentation.

Confirm AV requirements\

Special requests (e.g., Airport transportation, VIP parking, food preference

etc.)

 Invitations and promotional brochure

Compile invitation lists, target audience; Communicate to Alumni

Relations.

Identify VIP guests (MSU president, etc.) and send letter invitation.

Develop Save-the-Date notice (options e-mail, print)

Develop first draft/s of brochure/postcard/invitation. Distribute for

approvals.

Include RSVP instructions (date, name and phone/email of event contact,

web access if registration is online, etc.) and club mailings, permission to

include on networking list to be distributed at event)

 Calendars of Events (SAVE THE DATE)

Regional Club Website

MSUAA Website

LINK

Constituent Group Website

Local media (broadcast, newspapers, business journals, civic, chambers,

etc.)

Sponsorships

Potential sponsors

Determine sponsorship levels and benefits of sponsorship

Assign members to solicit sponsors.

Advertising alternatives

In kind donations

Auction donations

2-3 MONTHS BEFORE EVENT

Venue/Meeting Services

 Finalize menu and other catering decisions

 Request event set up sheet from facility sales office

Event Planning Checklist Page 2