Checklist for Event Planning 2015
Identify the tasks that need to be completed and delegate them. Set a completion date for each task. Circle or identify the items that are relevant to your
program. Not all items will be needed for every program.
BEFORE THE EVENT: DELEGATE
Team member
Date
Assigned
Date
Completed
Recommended Timing
BUDGET AND FINANCES
Prepare proposed budget
Identify funding sources
Prepare and sign contracts
Arrange for transfer of funds
Arrange for petty cash for day of
Begin processing payment requests
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2 months b-4 event date
2 months b-4 event date
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2 months b-4 event date
60 days b-4 event date (ideal)
2 months b-4 event date
2 months b-4 event date
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1 month b-4 event date
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30 days b-4 event date
1 month b-4 event date
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45 days b-4 event date
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weekly from 45 days b-4 event date
30 days b-4 event date
LOGISTICS
Check calendars for team scheduling conflicts
Submit Space Request (25 Live)
Rain or cancellation plan
Fund-raising needs
Insurance and waivers
Map of event (Event space layout)
Noise ordinances (outdoor events)
Publicity and PR (Design & Promotion)
Decide on theme
Purchase materials
Arrange for security and radios (if necessary)
Contract performer(s)
Arrange for disability accommodations
dss@american.edu
Process service payment contracts
Establish/confirm/assign event tasks
Space Logistics meeting
University Operations team & SA Advisor
Schedule planning team update meetings
Logistic information updates to Space provider
1 month b-4 event date
2 months b-4 event date
2 months b-4 event date
1 month b-4 event date
1 month b-4 event date
2 months b-4 event date
1 of 3
Checklist for Event Planning 2015
Coordinate room setup/diagrams
Write and submit newspaper ads
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2 of 3
CATERING
Choose Caterer
Select Menu
Submit Catering Contract for Payment
(Service Contract/W-9/Certificate of
Insurability/ Invoice)
Confirm final count/guarantee
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45 days b-4 event date
45 days b-4 event date
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30 days b-4 event date
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1 week b-4 event date
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30 days b-4 event date
2 weeks b-4 event date
2 weeks b-4 event date
2 weeks b-4 event date
2 weeks b-4 event date
2 weeks b-4 event date
2 weeks b-4 event date
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2 weeks b-4 event date
weekly from 45 days b-4 event date
1 week b-4 event date
2 weeks b-4 event date
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1 week b-4 event date
1 week b-4 event date
1 week b-4 event date
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2 days b-4 event date
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1 week b-4 event date
1 week b-4 event date
1 week b-4 event date
1 week b-4 event date
1 week b-4 event date
1 week b-4 event date
EVENT SUPPORT/TECH
Arrange for equipment and labor
2Fix for campus services
A/V
Campus Police
Additional Security
Parking Services
Provide diagrams, maps, riders
TICKETS
Eventbrite request submission
Determine sales locations (tabling)
Schedule ushers, ticket takers, door sales
Secure cash box (Funds Collection Request)
CONFIRM SEVERAL DAYS PRIOR TO EVENT
Facility rental and setup
Equipment use and setup
Security
Ticket sales
(Pick-up Materials from SA Finances)
Confirm Volunteers
Purchase Decorations
Final wave of promotion
Contact all vendors (confirm arrival)
Prep a supply bin
Payments for services
Checklist for Event Planning 2015
(confirmation with SA Finances)
ON THE DAY OF THE EVENT
Check setup per diagram and map
Get cash box, petty cash
Transport guests or artist
Prep venue with signage
Instruct and place volunteers
3 of 3
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AFTER THE EVENT
Clean up spaces
post event Evaluation
Set a program debrief meeting
Send Thank You’s
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