Below is an interactive checklist to help you plan your event.
EVENT PLANNING CHECKLIST
Task/Detail
Event title:
Event objective and goals:
Date/time:
Check WKU Events Calendar for possible
conflicting events.
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Information/Notes
Completed?
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Location:
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Astra Scheduling
List of building coordinators
Include WKU’s regional campuses:
Click here to request Interactive
Video Services or Adobe Connect to
record and livestream your event.
Contact avs@wku.edu/745-2625 for
more information.
Click here for a list of IVS classrooms
on the Bowling Green campus.
Lead and support staff:
Target audience:
Estimated number of attendees:
‘Swipeable’ event:
Incentivize students and track number of
attendants by making an event
‘swipeable.’ Check with your department
for a card reader.
Co-sponsors and partnerships:
Can help offset costs and increase
marketing efforts.
Marketing strategy:
See page two for ways to effectively
market your event.
University Photographer:
Recommended to schedule two (2) weeks
prior to event.
POST EVENT DEBRIEF
Number of attendees:
Did the event meet your objectives? Why or why not?
How was the location/ facilities?
How could the event been improved?
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EFFECTIVELY MARKETING YOUR EVENT (Before & After)
University Publications- Tip: Utilize WKU’s free designing service for a suite of materials!
MARKETING OUTLETS/RESOURCES
FREE
All Staff/Faculty Emails
(Please be mindful of university
guidelines for mass emails.)
Tips: Triple check for
grammar/spelling mistakes!
Be mindful of when you send an All
Staff/Faculty email. Friday afternoons
and Monday mornings are less likely
to get attention.
LOW COST
Physical marketing/printing
materials:
 Bookmarks
 Flyers (print and digital for
social media and website use)
 Postcards
 Posters
 Table tents
For small print jobs, utilize WKU
Printing Services
HIGH INVESTMENT
Physical printing materials/printing:
 T-Shirts
 Banners
Click here for WKU’s Printing
Vendors. Complete an Estimate
Request Form for a quote.
For larger print jobs, click here for
WKU’s Printing Vendors. Complete
an Estimate Request Form for a
quote.
Departmental Emails
WKU Herald Advertising
Tip: See above for suggestions.
Digital signage on campus
Social Media (Facebook, Twitter,
Instagram, Youtube, etc.)
WKU web ads: sliders, spotlight ads, and
landing page ads
WKU Events Calendar
Tip: Ask your department to add your event
to the department’s website calendar and
ask whether the department calendar feeds
into the main WKU Events calendar
Revolution 91.7 College radio
SOKY Happenings : Email Twila Hurst
at twila@sokyhappenings.com to add
event to the SOKY calendar.
View from the Hill (weekly segment
highlighting the programs, people and
happenings that make WKU). Email
amy.decesare@wku.edu.
WBKO
WKU News
Tip: Read their comprehensive guide for
writing a press release and getting the
word out. Decide whether a press release
is appropriate before or after your event.
SOKY Happenings: $300 for quarter
page ad and adjacent 700-1000 word
article + 2-3 photographs. Email Twila
Hurst at twila@sokyhappenings.com