Event Planning Checklist (Page 3 of 4) in pdf

Program-Invitation-Promotion



Status of event agenda

 Schedule for electronic Save the Date add any new details

 Set Event registration fee, if any:

 Request on-line registration via Broad School alumni Office

WebCredit for credit card payments (secure, 3

party authorization)

Registration only (pre-registration; no charge for attendees)

Registration/ RSVP information required from invitee (Name, Degree &

Year, Guest’s name, Email address for event updates

 Finalize brochure/postcard/invitation material and set mail date, details.

 Arrange for printing of invitations.

 Contact MSUAA if assistance printing and mailing is desired.

Sponsorships

 Finalize event sponsors; include with promotional materials

 Request on-line Web Credit store through Alumni Relations – OR –

 Payment information (to whom checks are payable, credit cards accepted)

6-8 WEEKS BEFORE EVENT

Venue/Meeting Services

 Ask for revised Event Order and check carefully; sign and return

 Confirm event name/spelling etc. for venue marquee

 Order signage (registration, directional, etc)

Program-Invitation-Promotion

 Print and mail brochure/postcard/invitation

 Announce on-line registration site/URL via e-mail to invitees

 Update all event and registration information at all calendar of events sites

 Set up excel spreadsheet or other program to collect RSVP guest names

 Download name badge template- secure name badges.

3-5 WEEKS BEFORE EVENT

Program-Invitation-Promotion

 Monitor RSVPs/attendance with regular reports

 Begin 10-14 day interval of email reminders to invitees.

 Confirm volunteer assignments for program details.

 Assign hosts for speaker/s and VIP guests

 Forward speaker and VIP bios or CVs to introducer or host

 Request gifts from Alumni Association or purchase for speakers or VIPs

 Pick up signage or create own

 Order MSU Alumni ribbons for name badges

Event Planning Checklist Page 3