Sample Event Planning Checklist Template printable pdf download

Event Planning Checklist

When planning a campus event:

The checklist below is to help you navigate the process. In an effort to help foster

communication among the many departments that will come together to help with your

event, as well as be sure that there are no schedule conflicts, we encourage all student

organizations to incorporate this checklist into their planning process. This checklist is for

planning purposes only. If you have questions, please contact the Office of Student

Activities for assistance.

1. Event details:

Event Name:_____________________________________________________________

Event Date and Time:______________________________________________________

Do you need a rain date: _____Y _____N Rain Date:_____________________________

Selecting a Date and Time:

•

Check the Calendar of Events

(

and

the Academic Calendar ) for potential conflicts.

Specifically, Enrollment Open Houses, Homecoming, Parent/Family Weekend, Westover

Society, Commencement, exam weeks, fall, winter and spring break, Academic Awards,

Scholarship Competitions and New Student Orientations. Also search for religious holidays

and major sporting events on campus. It is College policy to not schedule additional events

during these times.

Event Location:___________________________________________________________

Do you need a rain location: _____Y _____N Rain location:________________________

Space Reservations

•

Please complete the room reservation form. Student organizations return to Deborah

Brown, Hundley Terrace (434)544-.8254.

•

Prior planning is required for all campus events:

1. Requests for rooms need to be submitted a minimum of 2 weeks in advance if

catering is not being requested. If catering is needed, 3 weeks is required.

2. The further out the request, the more readily available the rooms and services will

be available. Ideally, planning should occur one semester in advance.

Person(s) responsible:______________________________________________________

2. Scheduling

______

Location has been reserved and confirmed.

NOTE: Submitting a room request does not mean that the room is available and

yours until confirmation is sent to you. Confirmation should be received within 5

business days of submitting request.

______

Appropriate AV/Sound equipment has been reserved.

______

Set up for your event has been discussed with appropriate person(s). This includes,

but is not limited to: your advisor, Deborah Brown, Jimmy Stamey.

3. Budget

______

Have you budgeted for everything that your event requires (sound, stage, lighting,

catering, security, etc.)

______

Has the check request been submitted through Deborah Brown to the Business

Office (This needs to be completed at least two weeks before the event).

Sample Event Planning Checklist Template

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