Event Checklist
NAME OF EVENT: ________________________________
DATE OF EVENT: _________________________________
General
Needed as soon as possible
1. Purpose of Event (Does it promote the mission of the University?)
______________________________________________________________________________
2. Type of Event (Lecture, Conference, Meeting, Catered Event)
______________________________________________________________________________
3. Is the event closed or open to the public?
______________________________
4. Budget for event
______________________________
5. Is the event free?
a. If it is not free, what is the fee?
Y
N
______________________________
6. Has the dean of the college or your supervisor approved the event?
Calendar Information
Y
N
Needed as soon as possible
1. Have you selected a date(s) for your event?
Y
N
2. Have you checked to see if there are any other events or campus activities that may hinder the
success of your event?
Y
N
Room Scheduler
Needed as soon as possible
1. Has the location been reserved and confirmed in Room Scheduler?
Y
N
2. Did you request adequate time for set‐up and tear down?
Y
N
Marketing
1. Have you discussed marketing plan?
2‐4 months prior to the event
Y
N
2
Special Events Checklist
Invitation & Confirmation Information
Needs to be sent at last 4 weeks before the event
(6 weeks preferred)
1. Who is designing the invitation?
______________________________
2. Does the invitation need approval from President’s Office?
Y
N
3. Has the invitation list been created?
Y
N
4. How many people are invited?
______________________________
5. How many people do you expect to attend?
______________________________
6. Who is processing the mailing (stuffing, sealing, etc.)?
______________________________
7. What is the drop date for the mailing?
______________________________
8. Who is taking RSVP’s?
______________________________
9. What is the RSVP deadline?
______________________________
10. How are RSVP’s being taken?
Phone Call
Email
Other _______________________
11. Is this a ticketed event?
a. Has ticket order and process been discussed with Amy Botwright?
12. Will a confirmation be sent out?
a. Date to be sent
Y
N
Y
N
Y
N
______________________________
b. Sent by mail or email?
______________________________
(if mail, confirmations should not be sent out less than one week before the event)
c. Information to be included
Tickets
Directions
Parking Instructions
Campus Map with building & parking highlighted
More information phone number and/or email
3
Special Events Checklist
Set‐up & Work Orders
At least one month prior to event
1. Who will be contributing to the set‐up?
a. Physical Facilities?
Y
N
i. Is a meeting needed?
Y
N
ii. Have the work orders been put in to TMA?
Y
N
iii. Will staff member need to be at set‐up?
Y
N
Y
N
i. Is a meeting needed?
Y
N
ii. Will staff member need to be at set‐up?
Y
N
Y
N
i. Is a meeting needed?
Y
N
d. Outside Rental Company (s)?
Y
N
i. Has order been placed?
Y
N
ii. Has it been processed in SAP?
Y
N
e. Lighting/Sound/Multi Media?
Y
N
i. Is a meeting needed?
Y
N
ii. Has KUF Presents Production been contacted?
Y
N
iii. Have outside venders been called?
Y
N
iv. Has order been placed?
Y
N
v. Has it been processed in SAP?
Y
N
Has a diagram been made?
Y
N
i.
Y
N
Y
N
a. Has order been placed?
Y
N
b. Has it been processed in SAP?
Y
N
Y
N
b. Student Union Staff?
c. Catering?
f.
Has it been sent to the proper contributors?
Other Set‐up Needs
1. Will flower arrangements/centerpieces or other decor need to be ordered?
(Catering can help you with these needs.)
2. Is AV equipment needed?
a. List needs:
____________________________________________________________________
4
Special Events Checklist
Catering Information
Larger events should be discussed at
least 4 weeks prior to the event. Policy is at least 5 business days before event.
1. Is catering needed?
Y
N
2. Has a menu been requested through Catertrax?
Y
N
3. Have the details for set‐up been given to Aramark?
Y
N
4. Have the timeline & agenda for event been given to Aramark?
Y
N
Breakfast
Lunch
Buffet
Served
Dinner
Reception
5. Budget
Snack
______________________________
Y
6. Has it been processed in SAP?
N
Parking Information
Larger events need to be discussed as soon as you are aware of
the event. Parking should be determined and confirmed before invitations are designed.
1. Does the event need reserved parking?
a. What lot(s)?
Y
______________________________
Y
N
i. By Public Safety?
Y
N
ii. By Students or Staff?
Y
N
c. Has it been requested through Public Safety?
Y
N
d. Has it been confirmed by Public Safety?
Y
N
b. Will cones need to be removed?
Volunteers
N
Students/Presidential Ambassadors at least 1 month prior to event.
Training Sessions should be within 1 week of event.
1. Are Presidential Ambassadors needed?
Y
N
a. If so, has their advisor been notified?
Y
N
b. Have dress code and duties been developed?
Y
N
c. If so, have they been given to advisor?
Y
N
Y
N
2. Are other student volunteers needed?
a. List group(s) of students to use.
b. How will they be contacted?
5
Special Events Checklist
Staff Assignments
Email your department staff as soon as event is scheduled if they are to
attend and/or help work the event. Two weeks before the event, staff
should meet and talk about what their roles will be. One week before
the event, staff should review assignments & who is attending the
event.
1. Will extra staff be needed?
Y
N
a. How many?
______________________________
b. From what departments?
______________________________
2. Have assignments and training materials been documented?
Y
N
3. Will there need to be an additional training session for event?
Y
N
Administrative/Other Information
Must be completed before event.
1. Are signs needed?
Y
N
2. Are nametags needed?
Y
N
3. Are place cards/table tents needed?
Y
N
4. Is a program needed?
Y
N
5. Is a PowerPoint or video needed?
Y
N
6. Is photography/videography needed?
Y
N
7. Who will be producing the above items?
______________________________