Events Management Checklist

Event Name:
Date:
Location(s):
Planner/Prime:
Description:
Purpose:
Time:
No. of Guests:
VIPs:

 

Three to four months before the event

Activity	Person Responsible	Due Date
Establish planning group and appoint chair
Hold Planning meeting re event goals and details
Establish responsibilities
Determine funding and budget sources
Reserve date on key attendees’ calenders  – follow protocol for requesting chancellor or provost participation
Determine and reserve venue
Confirm speaker and speaker needs
Determine guest list, request alumni data

 

Two to three months before the event

Create and order save-the-date-cards, invitations response cards and related materials (i.e. map, etc.), OR meet with director of communications or vendors to discuss print materials needed for event.
Meet with director of communication to discuss publicity
Draft program agenda
Determine signage requirements (pedestrian & vehicle)
Determine on-site registration procedures, including ushers
Book event with caterer and establish preliminary menu
Contact transportation for parking assistance
Contact campus police for safety and security assistance
Contact fleet services for bus and car transportation
Contact vendors as required for: tent, sage, podium, chairs, tables, AV equipment (sound, lighting, projection, computer, etc.), flowers, plans, and other decorations.
Mail save-the-date cards

 

Six weeks before the event

If alcohol is being served, request necessary approvals and NC permits – if “cocktails” are notes on invitation, complete this step prior to ordering invitations
Arrange for photographer
Send print invitations

 

Four weeks before the event

Approve final program/agenda
Draft script or talking points for speakers
Work with director of communication on copy or internal and external publicity
Meet with vendors on site, follow up on all orders
Consider site preparation (special cleaning, equipment and trash removal)(contact facilities operations for assistance)
Prepare event signage
Send electronic invitations

 

Two weeks before the event

Review staffing assignments for day of event
Meet with caterer on site to discuss setup and final menu
Sent out attendance update to planning team/key players

 

One week before the event

Send caterer final count
Print programs, name badges, seating charts, place cards, etc.
Confirm arrangements with vendors

 

24 hours before the event

Contact caterer to verify all arrangements
Confirm security requirements
Ensure tent, chairs, tables, stage, podium are in place

 

Day of the event

Check location setup to include chairs, tables, podium, food
Arrange printed material, nametags, etc. On registration table
Check sound and lighting equipment with vendor(s)
Ensure space and hook-ups are available for media
Ensure decorations are in place
Place water at podium

 

 

 

One to five days after the event

Write thank you notes to speakers, volunteers, staff and others as appropriate
Complete written evaluation of the event with suggestions for future events
Co-ordinate event story and photographs with communications
Send address updates to development office for submission to university database
Send final attendance list to development office so that contact reports/notes can be entered into database