Event Planning Checklist

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Event Planning Checklist
Use this basic checklist to assist your group in planning a successful event. Remember, we may not have all of the specifics that
your event requires on this sheet, so brainstorm prior to starting your event planning to make sure everything gets covered!
Name of Event: __________________________________
ADVERTISING
Date: __________________________________________
Officer in charge: _________________________________
Time: __________________________________________
Postering
Location: _______________________________________
E-mailing Listservs
Event Purpose: __________________________________
Chalking
_______________________________________________
Other forms of marketing
_______________________________________________
SHOPPING
BRAINSTORMING
Officer in charge: _________________________________
Will the event work?
Supplies needed for your event:
How many people do you need to make the
Silverware
o
event happen?
Plates
o
Does the event serve a need previously not met
Napkins
o
on campus?
Cups
o
Do we have the resources to make it happen?
Decorations
o
Cashbox
o
BUDGETING
Performer specific items/requests
o
See sample budget planning sheet (attached)
Other:
o
SCHEDULING
_______________________
Officer in charge: ________________________________
_______________________
Talk with the appropriate room reservation office
_______________________
What size room do you need?
o
WEEK PRIOR
What kind of tech needs do you have?
o
Officer in charge: _________________________________
What can you afford?
o
Call reservations and make sure all details are
Tentatively book a couple of dates
secured
Call your performer or vendor (if applicable) and
Call SAO and make sure all permits have been
schedule the performance date
signed and are completely ready to pick up
Call the reservation office back to confirm your
Call performer and make sure travel
date
arrangements are secured
Schedule a meeting to go over your tech needs
Assign event shifts for group volunteers (set-up,
and room set-up
during, take down)
Schedule the travel arrangements for your
Create any programs or fliers needed at the
performer (if necessary), including a ride to and
event
from the airport and/or hotel
Book hotels and/or make dinner reservations for
DAY OF EVENT
your performer
Officer in charge: _________________________________
Pick up performer/vendor and get to performance
PERMITS
(see Student Group Handbook to determine if you
site
need any of these permits for your event)
Compile performer requests in dressing room
Officer in charge: _________________________________
Arrive early for the event for set-up
Food Permit filled out
Meet vendors at the event and assist with set-up
Outdoor Space Permit filled out
Greet guests at the door
Alcohol Permit filled out
Have fun!
Sound Permit filled out
Clean up, remember that your reservations
Sanitation Permit filled out
location may have special clean up regulations
Sales/fundraising permit filled out
Security Scheduled
AFTER THE EVENT
Film License
Officer in charge: _________________________________
Send thank you notes to performers and to
GRANTS/FUNDRAISING
volunteers who worked extra hard
Officer in charge: _______________________________
Do a post-event evaluation (see example
If you are applying for grants, did you get your
attached)
applications in by the deadline?
Make sure to pay all bills and turn in all grant
Have you scheduled an appointment to meet with
paperwork on time!!
the grant committee?
What measures are you taking to ensure you can
**Don’t forget to keep a list of the people and the phone
pay your performer/vendors up front?
numbers that you are contacting throughout your planning.
We suggest collecting them on the back of this list**

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