Activities Planning Checklist printable pdf download

Oxnard College

Student Activities Office

WHEN PLANNING AN EVENT

1. SELECT BEST DATE AND TIME OF DAY

a. Don’t schedule on a long holiday weekend.

b. Don’t conflict with another major event.

c. Don’t schedule during finals and vacation periods.

d. If outdoors, what can you expect from the weather?

2. SELECT THE FACILITY

a. If inside, the room will have to be cleared. See the Master Calendar and complete a Facilities

Request Form, available in the Student Activities Office.

b. If outside, with amplification, time is restricted to the noon hour. Make sure you complete a

Facilities Request Form two weeks in advance.

3. SECURE REQUIRED APPROVALS

a. Organization’s Advisors

b. Inter-Organizational Council (IOC)

c. Student Activities Specialist

4. GET ALL THE PAPERWORK DONE

___ a. Contracts and agreements signed

___ b. Facilities request

___ c. Audio Visual request

___ d. Maintenance request

___ e. Transportation request (if you wish to use a district vehicle)

___ f. Check request

5. GET CONTRACTS SIGNED (if necessary)

a. Get Independent Contractor Agreement Form from Vice President of Administrative Services.

b. Any contract involving payment must be co-signed by the club advisor and the organization.

c. This presumes that the expenditure of money has ALREADY BEEN APPROVED by the ASGS

BOARD or your club officers.

6. GET PUBLICITY OUT

a. When date, time, place and contracts are confirmed, get publicity out right away. Check with

Publications — you need to submit work two work weeks in advance or earlier depending on

Publication’s work schedule.

b. Prepare news releases, especially for the Campus Observer, Spectrum, and O.C.T.V.

c. Prepare copy for flyers, tickets, programs and other printed materials. Be sure copy is submitted in

time to meet the printer’s deadline (at least 3 weeks prior to event).

7. NOTIFY ANY AND ALL PERSONNEL ON CAMPUS WHO MAY NEED TO BE INFORMED

a. The maintenance staff (if you need anything set up, taken down, brought in).

b. The audio visual people (if you need microphones, sound system, projector, or other AV

equipment).

c. Campus security (if you anticipate parking problems, crowd control problems, any disturbances).

d. Business Office (if you will need to pay any performers, pick up a cash box or change).

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Activities Planning Checklist