Event Planning Checklist Form (Page 2 of 2) in pdf

Part 3 – Two – Four Weeks Out:

Purchase any additional needs from performance contracts. ______________________________

Have all advertising started on campus. List three advertising methods below:

o ____________________________

If tickets are being sold. – From _______________________ Cost _________________

Obtain volunteers

Review budget. Is the event falling on target?

Part 4 – Two Days – Two Weeks Out:

Refresh all advertising methods

Call performers/agent to finalize all arrangements

o Arrival Time _______________

o Exchange Emergency Contact Info ___________________________

o Anything else performer mentioned of note __________________

Develop a tasklist/checklist/timeline for day of

Verify all contracts have been processed for payment

Gather all requests/work orders into one central location for easy access

Part 5 – Before the Show Day Of:

Check in with Student Activities and Student Center Operations – last minute questions

Pick up check(s) for performers

Do a walk-through of all locations (dressing room/performance/event areas)

o Room arrangements set

Meet performers/contracted performers. Get them situated. Do they need anything?

Double check all service orders and verify completed (introduce yourself to custodial, police, etc…)

Complete Sound check if necessary

Obtain an introduction from performer

Meet with Volunteers – do a run-through of event (clarify roles)

Part 6 – During the Show:

Introduce the performer

Have a runner by performance area for last-minute performance needs

Do a sweep of the venue area – make sure everything looks good

Part 7 – After the Show:

Pay the performer

Return the venue back to the way you found it (clean-up, etc…)

Thank your performers, service people, volunteers, etc…

Complete post-event evaluation

Complete a budget review of event

Follow up with Student Activities and Student Center Operations – let us know how it went.

08/04

Event Planning Checklist Form Page 2