AGNES SCOTT COLLEGE
Office of Special Events and Conferences
Event-Planning Checklist
This Event-Planning Checklist was developed to assist staff, faculty, students and external clients when they are
organizing lectures, readings, panel discussions, symposia, workshops, meetings, conferences, etc. Not all items
on the Checklist will be relevant to every function. Questions pertaining to the Checklist or requests for
assistance should be directed to the Office of Special Events and Conferences at ext. 6043 or at
specialevents@agnesscott.edu.
Type of Event
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Conference
Lecture
Meeting
Panel Discussion
Reading
Reading/Book Signing
Symposium
Workshop
Other ______________________
Contact Person (usually chair of organizing committee)
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Name
Address
Telephone number/Fax number
E-mail
Committee
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Members (include telephone numbers and e-mail addresses)
Meeting schedule
Distribution of responsibilities
Budget
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Source of funds
Accounts required (for example: travel, entertainment, accommodations, honoraria,
posters, printing, flowers, labor, office supplies, photographer, disability
accommodations, etc.) The Controller’s Office, ext. 2200, can establish a special
account for the event, if necessary.
Space Reservations
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Location(s) for event (consider capacity requirements)
Location for reception
Location for dinner
Inclement weather plans
Event-Planning Checklist
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revised 11/2/07
Disability Access and Accommodations for Speakers, Special Guests, and Participants
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Access accommodation notice on announcements and invitations, when appropriate
(Examples: “Please list any disability accommodations needed.” or “For disability
accommodations, please call the Office of Special Events and Conferences at 404471-6043.”)
Accessible location
Special transportation
Accessible hotel room
Lowered podium
Wheelchair access to stage
Special seating section
Sign language interpreter/communication assistance
Alternatives to print materials (contact Machamma Quinichett in the Office of
Disability Services, ext. 6150, e-mailmquinichett@agnesscott.edu)
Speaker/Panelists
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Invitation
Background information (CV; Social Security number; publicity photograph; title of
lecture, if applicable; audio and video release forms, if applicable; background
reading material, if applicable)
Speaker’s/panelists’ agent contact information, if any, including telephone numbers
Honorarium
Campus escort(s)
Travel plans
Accommodations*
Ground transportation between airport/train station and campus
Parking
Identify individual to introduce speaker/panelists at event and/or moderate panel
Thank you/honorarium & expense reimbursement
*See: www.agnesscott.edu.html for directions to Smith College.
Special Guests
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Invitations
Travel plans
Campus escorts
Accommodations
Ground transportation between airport/train station and campus
Parking)
Follow-up, if necessary, after event
Event-Planning Checklist
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Invitations
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Design/Printing
Guest list
Include campus map on invitation or enclose (campus maps can be obtained from the
Office of Special Events and Conferences or on-line at www.agnesscott.edu)
Response deadline date
Person/telephone number to whom to respond
Internal distribution, if appropriate
Extra invitations for archive files
Name and telephone number of contact person (Voice and TTY*), particularly if
invitation is a conference registration form
Dinners/Receptions
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Budget
Agnes Scott College Campus Catering has asked that all requests for catering be
submitted through: Damon Sheppard, director of catering at
dsheppard@agnesscott.edu or x6394 for ASC faculty staff and students; (external
clients: Office of Special Events and Conferences at specialevents@agnesscott.edu or
404-471-6043)
Menu-planning (mindful of dietary restrictions)
Number of tables and chairs for dining
Number of chairs at head table
Flowers
Linens
Final guest count
Place cards
Host/Emcee
Schedule of evening/timeline
Podium and microphone (contact Media Services, ext. 6313)
Photographer
Coat rack
Registration
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Tables/Chairs/Linens
Name tags
Conference/Meeting Information Packet/Pencils/Pens
Gifts/Take-aways (if desired)
Information table
Trash receptacles
Coat racks
Book Signing*
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Bookstore providing books/service
Location for book signing
Podium and microphone, if required
Table for books/chair/linens/flowers
Table/chair for author
Cashier
Cashbox/cash for change
Distribution of funds after event
Event-Planning Checklist
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revised 11/2/07
Publicity
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 Agnes Scott College online calendar
 Local media calendars
ASC faculty, staff and students, please contact the Office of Communications x6405 for
production schedule.
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AV needs
 Overhead projector
 Slide projector
 Data projector
 CD player
 DVD player
 Laserdisc player
 VHS/videocassette player
 Audiocassette player
 Laptop
Video-/audio-taping request
 Permission of speaker/presenter (media-consent forms are available on the Speical
Events and Conferences Office Web site, ???)
Note: Original signed forms are kept on file at the Office of Special Events and
Conferences.
Sound Needs
 Podium with microphone
 Lavaliere (small clip-on microphone)
 Microphones for panel
Lighting needs
 Special requests
Platform/Room setup
 Water Bottles/Glasses
 Table (panel discussion)
 Linens (including skirting) for table
 Chairs (on stage)
 Microphones
 Physical layout to Physical Plant
 Podium spray (flowers)
 Smith Banner
 Bulletin boards/chalk boards/easels/large writing pads (determine whether required
and take into consideration when reserving space)
*ASC faculty, staff and students to confirm Media Services requests, call ext. 6313; to confirm Facility
Requests requests, call the Office of Special Events and Conferences, ext. 6902, or e-mail
emseventsemo@smith.edu.
Event-Planning Checklist
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Additional Publicity
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Posters (contact Student Life Central Services, ext. 2600)
News Release (contact Lee Dancy at ldancy@agnesscott.edu re: feasibility at least
one month in advance of event)
The Profile
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Additional Staff Assistance
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All requests for additional staff services are to be made through an Event Request
Form (ERF)
*Public Safety determines whether there is a need for Public Safety officers at an event and whether an
officer is needed to direct traffic. For larger events you should advise the Office of Special Events and
Conferences (e-mail specialevents@agnesscott.edu) of estimated crowd size.
Reserved Seating
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Press section/reserved special-guest seating (please post information on Event
Request form)
Signage (contact the Office of Facilities, e-mail thouston@agnesscott.edu
Special-needs section (interpreter, other) (contact Office of Disability Services,
ext. ???)
Miscellaneous
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Thank You Notes
Event-Planning Checklist
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revised 11/2/07