EXTERNAL AFFAIRS EVENT CHECKLIST
EVENT QUESTIONS
__ Date, Time of Event & Expected # of guests
__ Venue– Size, Cost, Availability, UUF
__ Budget? Budget #, Project Name, Who pays?
__ Format-- Speaker? Townhall, Roundtable? If it’s a roundtable, who invites participants? Who is the
moderator and who manages the program? (Stage manager?)
__ Speaker/Stage Needs—Lectern? Mic? W Banner Backdrop? Chairs? W Seal? Water?
Mics for audience questions? Riser? Stage?
__ Audio/Video—In house, or hire out?
__ US Flag? WA State Flag? UW Flag?
__ Décor – Banners? Table runners? Media Backdrop?
__ Reception—Food? Beverages? Budget? Alcohol permit? UUF?
__ Entertainment? Music? Live or recorded?
__ Directional Signage, A Frames, Posters, Easels & who designs?
__ Staff needed? Greeters? Set up? Directional help in garage?
__ Contingencies—Protesters? Over capacity? AV snafu? Extra batteries for wireless mics?
INVITED SPEAKERS, GUESTS, VIPS
__ Who is hosting? Who is Main Contact?
__ Who makes the guest list? Who sends out invitations?
__ Partner colleges or departments? Who needs to be in on communications?
__ Registration? Call in, or web? RSVPs—Who receives?
__ Parking Needs. How many spots, who pays, who provides passes?
__ Guest Registration Table- Guest List? Nametags needed? Press Packets?
__ Who is the contact/host for invited guest (IE, handlers, assistants, etc)
__ Reserved seats needed?
__VIP security: Senators, Congressmen, Gates, etc: Schedule walk-thru prior to event with their aides
__Security: Notify UWPD; secure street entry if needed; check protocol on State leaders

EXTERNAL AFFAIRS EVENT CHECKLIST
PARF, SPEAKING POINTS, BRIEFINGS
__ Who does President PARF? Briefing? What is his role?
__ Who writes the speaking points?
__ Who are the speakers? Is there a moderator? Who’s writing the program?
__ Who creates & manages the program?
PROMOTION
__ Media Coverage? Budget for ads? Who manages?
__ Posters, Ad Designed (2 week lead minimum)
__ Sandwich boards around campus—order sandwich boards; get permits, UCAR
__ Email announcement, UW Calendars, Daily, UW News
IS THIS A MEDIA/PRESS EVENT?
__ Is this a media event? Multibox for TV and radio? Risers? Extra lighting?
__Media Backdrop? Do you need a lectern? What will the look be on camera?
__Media placement in the room? Reserved section?
__Who’s the AV manager for the venue?
__Who’s the point person for the press? Do they need to check in?
__Does press have vans or vehicles? Parking passes?
__ Who creates & manages the program? Do you need a stage manager?
__ Are there TV cameras and do they need risers?
__Who’s briefing the speakers and participants?
__ Is a run-through necessary?
__ Is anything else going on in the room that would be disruptive?
OTHER
__ Supplies—Event Box, Tape, sharpies, nametags, pens, W Pins