Sample Event Planning Checklist Template (Page 2 of 3) in pdf

4. Contract(s): Please note that contracts CAN ONLY be signed by the Business

Office and cannot be issued unless you have funding for the event.

______

Has a contract been issued. If you are working with any type of entertainer, speaker,

band, singer, comedian, etc. a contract needs to be issued. The contract needs to

include a rider and a W-9 form for tax purposes. If you are working with any type

of inflatable, a copy of the insurance policy needs to be sent as well.

______

Has the contract been reviewed by the Director of Student Activities. A copy of a

contract approval form and a Lynchburg College rider will be completed once the

contract is reviewed.

______

Have the appropriate signatures been obtained (Dean of Students and Director of

Student Activities)

______

Have you submitted your contract and check request to Deborah Brown at least two

weeks before the event.

______

Who will pick up check from OSA day of the event_________________________

5. Food:

______

If you are using Dining Services/Catering, the request must be made at least 3

weeks before the event or there will be a $25 fee assessed. This fee cannot be paid

with SGA funds.

______

Has the food order been placed.

6. Equipment:

______

If the event needs the following, have you reserved and contacted the appropriate

businesses/departments:

______ Stage

______ Sound (includes microphones, speakers, sound board, etc.)

______ Dance Floor

______ Tarp

______ Projector

______ Lighting

7. Publicity

______

Have you made a plan to publicize your event. Have you considered the following:

______ Flyers

______ Web Site

______ Sandwich Board

______ Banner/Poster

______ Table Tents

______ MyLC

______ Facebook

______ OTHER: Please list

______

Publicity done on:_____________________________________________

Person(s) responsible:__________________________________________

8. Support Services:

______

Have parking spaces been reserved.

______

Has security/LPD request been submitted (this needs to be completed ONE

MONTH in advance)

______

Specific responsibilities have been assigned to other members of the organization.

Sample Event Planning Checklist Template Page 2

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