60 Days to 1 Year Before Event 30 Days Before Event PROGRAM PLANNING CHECKLIST ú
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7 Days Before Event 2-­‐3 Days Before Event Day of Event After Event ú
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Space Tentative – Reserve space at http://centerres.rutgers.edu, via phone or in person (Note: You must confirm that you are still using the space 60 days before) For Last Minute Booking Options – see reverse Details Due – Schedule an appointment to meet with Events Staff to discuss set-­‐up and equipment needs Advisor Approval Due – Schedule a meeting with your Administrative Advisor to review program & budget Negotiate entertainment/food costs & complete contract checklists with Administrative Advisor (if necessary) Complete co-­‐sponsorship agreement (if necessary) Obtain insurance (if necessary for outside rentals, vendors) Arrange any outside equipment rentals (if needed) Notify fire safety (if necessary) Print tickets & arrange for ticket sales at SABO (if needed) Discuss security coverage with Administrative Advisor (if needed) Submit request for Pepsi Allocation (if needed) For trips, meet with Administrative Advisor to review/approve trip & print waivers Advisor Reviewed – Administrative Advisor must review/approve your event online Get contract(s) signed by entertainer(s) & return the original/faxed, signed copies to your Administrative Advisor Delegate hospitality responsibilities/order catering (if needed) Arrange for publicity/make flyers/invitations Delegate set-­‐up/clean-­‐up responsibilities Arrange for runners (if needed for day of event errands) Event Confirmed – Events staff will review & confirm your reservation Notify Events Staff if need to make any set-­‐up changes Generate check requests in SABO for contracted individuals/vendors & send C number/copy of invoices to Administrative Advisor) Purchase prizes and complete prize form (if necessary) Distribute publicity/flyers/invitations (To post at bus stops, the Involvement Office must stamp your flyer before you make copies) Confirm security (if applicable) with Administrative Advisor Confirm set-­‐up/equipment from outside vendor (if applicable) Confirm hospitality (if applicable) Confirm event volunteer staff responsibilities Confirm entertainment and food For trips, confirm transportation & reservations Get parking passes for entertainers (if necessary) For trips, fill out trip itinerary & bring waivers to SAC Involvement Office Pick up check(s), pick up equipment, pick up decorations Pick up Pepsi Allocation (if applicable) Contact members/review responsibilities Check in with Campus Center Office Set-­‐up/decorate Pick up food (if applicable) Implement program Break down/clean-­‐up Make deposit (if charged at door) Send thank you notes and remaining checks Complete evaluation form Pay any remaining bills and get PERR forms signed by Administrative Advisor THROUGHOUT THE EVENT PLANNING PROCESS, MAKE SURE YOU SCHEDULE APPOINTMENTS TO MEET WITH YOUR ADMINSTRATIVE ADVISOR! “Book Now” Rooms
The following rooms may be booked “as is” up to 5PM the day before without special permission: •
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Busch Campus Center rooms 115, 117 and 118
Cook Campus Center rooms 111 and Merle V. Adams
Douglass Campus Center rooms A and D
Livingston Student Center rooms 109, 111 and Board Room
Rutgers Student Center room 454, Atrium Conference Room and Cap and Skull room Student Activities Center Conference Room
No change in setup is permitted in order to allow for the 5PM cut off.
If you are planning to use your funds to pay for food or other activities in these spaces, you still need your Administrative Advisor’s approval.