Event Planning At Princeton (Page 2 of 2) in pdf

Event Planning At Princeton Page 2

Forward updated ticketing information to the

Ticket Office

Make provisions for signage

Create and send invitations as appropriate

1 Month Out

Request confirmation sheets from any department providing services to ensure

accuracy

Confirm any entertainment or rental items

Notify support departments of any modified needs, or changes in anticipated

attendance

Finalize catering menus

2 Weeks Out

Purchase speaker/VIP gifts as needed

Pick up noise permit from Princeton Borough if it is an outside event with amplified

sound – deliver to event planner and/or University Scheduling Office

1 Week Out

Re-confirm menus and give catering final count

Re-confirm a/v order

Prepare nametags or registration lists

Prepare any directional signage needed

Day Of Event

Make sure directional signs are up and that room is set up correctly

Introduce yourself to operations staff – give any last minute instructions

Set up for and run registration

Make sure there is water on the podium for the speaker

Ensure any personal belongings and rental equipment are removed from room after

event

Day After

Return items to rental company

Week After

Send out speaker/VIP Thank You Notes

Pay invoices and process II’s as received

Event Planning At Princeton Page 2