Event Planning Checklist (Page 4 of 4) in pdf

Event Planning Checklist Page 4

 Event press release via MSUAA/Alumni Relations/University Relations

 Send press release to local media and others.

WEEK OF/DAY OF THE EVENT

 Finalize attendance information.

 Run and distribute final report.

Speakers, VIPs and committee members should all have attendee list

Send copy to MSUAA

 Provide notebook or folder for:

Speaker

Emcee

Hosts

 Seating chart if reserved seating; submit to facility

Mark table assignment on name badge

RESERVED table for speakers, special guests/VIPs if no head table

 Contact hotel/caterer with final numbers

 Create final attendance roster for registration table

 Print name badges

 Confirm final program details/agenda with speakers/emcees

 Be prepared to host any news people who may attend

 Arrange for delivery of meeting materials and supplies to be delivered to event

site.

 Assign set up assignments to committee members



Develop event evaluation survey.

EVENT FOLLOW-UP

 Send thank-you notes to featured speakers

 Process address changes collected at event

 Create final attendance list with updated contact information for file

 Send photos to MSUAA (include summary of event and names and graduation

years of all pictured)

 Send Event Report to Alumni Magazine (see template)

LINK

Event Planning Checklist Page 4