EVENT CHECKLIST
If you’re interested in hosting an event at Wake Forest, this checklist serves as a resource to assist you with planning.
Our intention and goal is to help you reduce the risk associated with your event for your organization and for Wake
Forest. We strongly recommend that you reach out to your organization’s advisor as well as a staff member within
Student Engagement and Leadership to assist you with your planning.
INITIAL EVENT CONSIDERATIONS
What type of event do you want to host?
The type of event impacts how extensive the planning needs to be as well as the type of resources you will need.
 Concert
 Trivia Contest
 Speaker
 Movie Night
 Party/Mixer
 Talent Show
How many attendees do you anticipate?
More than 200 will mean you’ll need to consider security. Larger events will also impact the number of event hosts you
may need.
Where would you like to host the event?
Consider these locations! Don’t forget to think about how many attendees you anticipate.
When do you to have the event?
Consider other events that may be taking place on campus as well as the impact on the educational environment of our
campus.
What is your budget?
Understanding how much money you have dedicated to your event could greatly impact your event. Have you sought
partnerships to assist with the budget? Are you interested in University funds?
Will you have alcohol at the event?
Depending on the location, this could mean guests bring their own alcohol, Aramark serves alcohol or you utilize a
different third party vendor for distribution.
Are you interested in co-hosting your event?
Co-hosting an event can be a very positive experience that reduces associated risks. Co-hosting an event can also mean
there are additional funding sources when you are planning.
Are you contracting with a company for entertainment?
This could include a band, a DJ, a speaker or any other contractual obligation. Only university staff members are
permitted to sign contracts on behalf of Wake Forest University.
SECURE FUNDING
 Determine all of your funding sources.
 Submit requests for University funding, including SAF and the Diversity & Collaboration Fund (if applicable to
your event).
 Determine all of your expenses.
Consider the following:
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Does the location have any costs? Security deposits? Staff pay?
Will you need security?
Will you need a/v equipment?
Are you paying for entertainment?
Will you need electricity?
Will you need to pay volunteers to help you during the event?
Will you need any supplies?
Are you decorating?
What other expenses may be incurred before, during and after your event?
 Determine ticket sales.
Consider the following:
 Will you sell tickets?
 How much will each ticket need to cost to cover your expenses?
 Will you cap attendance?
 Will you sell tickets through the Benson Ticket Office?
 Will you admit only WFU students? Only college students? Is the event open to the public?
 Events that include a cost for admission will be responsible for paying entertainment tax.
 Develop a budget for your event based on your total funds.
RESERVATIONS
 Select a location. Having multiple options will help guarantee you find a space that best fits your needs.
Consider the following:
 What is your anticipated attendance? Is the space the correct size?
 What type of event are you hosting? Will the space impact how the event is experienced?
 Will the space need to be roped off or have bike racks installed to mark it? (typically outdoor space
only)
 Are there multiple entrances where security or event hosts need to be stationed? There should only
be one primary entrance and exit for monitoring your attendees.
 Do you need electricity in the space?
 Are there an adequate number of bathrooms for attendees?
 Can you have food and/or drinks in the space?
 Reserve the location. Click here to see the list of where to reserve specific locations.
 Get a reservation confirmation. This will guarantee you the space.
ONE MONTH (or more) PRIOR
 Plan your event utilizing various resources such as:
o
Benson Center
Staff can assist with space reservations, contract negotiations and general event planning.
o
Student Engagement & Leadership
Staff can assist students with the entire event planning process, including connecting students to
additional resources on campus.
o
University Police
Staff can assist with security requests, determining how an event should be laid out, conducting a
walkthrough of the space and assisting with environmental management techniques for a safe event.
o
Facilities & Campus Services
Staff can assist with work orders (pick up garage/recycling, install lights, install power generators, assist
with set up, roping off outdoor areas, etc.), determining space capacity, assisting with set up or tear
down and more.
o
Wake Forest Emergency Response Team (WFERT)
Student staff can provide advice for medical needs during your event and can schedule available team
members, trucks and other standby services at your event.
o
Aramark Catering
Staff can assist with developing menus that include food and/or alcohol.
o
Parking & Transportation
Staff can assist with closing parking lots, assisting with guest parking and securing shuttle buses.
 Decide if your event will have alcohol.
Consider the following:
 Only attendees 21+ can consume alcohol.
 Events with alcohol at Wake Forest can be either Bring Your Own Beverage (BYOB) or cash bar.
 Only Aramark can host a cash bar on campus. They are licensed with the state of NC to do this in
Reynolda Hall only.
 If the event is BYOB, only attendees can bring their own alcohol. Each individual is only permitted to
bring what that one individual would reasonably consume during the event. Attendees cannot bring
alcohol for other guests.
 The organization hosting the event cannot purchase alcohol for guests from organizational funds
(including “pass the hat”).
 Alcohol typically increases the level of risk associated with an event. Take this into account when
considering the number of volunteers/staff and security needs.
 Design the setup of your event.
Consider the following:
 There should be one primary entrance and exit.
 Do you need to check IDs?
 For what reasons would you not admit an attendee? How will this be communicated?
 Will you allow attendees to reenter your event if they leave early?
 Who is monitoring your event?
 Do you have enough volunteers/staff to help you run the event?
 Will the space need to be roped off or have bike racks installed to mark it? (typically outdoor space
only)
 Do you need food and/or drinks at your event? If your event includes alcohol, you will need to
provide attendees with food and nonalcoholic beverages.
 Do you need additional garbage/recycling containers?
 Schedule EMT services with WFERT (if needed)
 Place your food/beverage order with Aramark.
 Place order for rental items if you determine you are in need of additional tables, chairs, tents, etc. for your
event. There are a variety of companies to contact:
o Hauser Rental Service
o Triad Event Rentals
o Happy Rentz
TWO WEEKS PRIOR
 Reserve security through University Police if you expect your event to have more than 200 guests (or would just
like to have security present).
Consider the following:
 The minimum security needed once an event exceeds 200 attendees is 1 security officer per 100
guests.
 Each security officer costs $25 per hour for a minimum of 4 hours.
 Security MUST be reserved at least 10 days in advance. Any requests submitted after this deadline
will be denied.
 It is strongly recommended that your reserve security well before the 10 day deadline.
 Availability of security is based on other university events that may already be utilizing security, such
as football games, homecoming, etc.
 Working with University Police, determine what type of security officers are needed, where they
should be posted during your event, when you will have a pre-event meeting and what expectations
exist for the security officers.
 Ensure at least 3-5 event hosts are certified utilizing the online training system in Sakai (search for Event
Management Training)
Consider the following:
 Based on the type of event you are hosting and the risk associated with hosting that event, how
many people do you need to assist you?
 Each event volunteer or staff member will need to be event host certified.
 In addition to standard event host certification, is there other knowledge your volunteers/staff need
to have to assist with the event? (i.e. working with inclement weather, confronting peers, identifying
hazardous material, etc.)
 Place your work orders with Facilities and Campus Services.
Consider the following:
 Do you need additional garbage/recycling containers brought to your event?
 Do you need garbage/recycling picked up during or after your event?
 Do you need electricity installed?
 Do you need additional lighting?
 Do you need help with cleaning up the event or taking your set up down?
 Do you need roads closed?
 Do you need additional bathrooms delivered?
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To place a work order, you will need a budget code. If your student organization does not have a
budget code, then you will need to speak with staff in Student Engagement and Leadership.
FIVE BUSINESS DAYS PRIOR
 Verify space reservation and submit any final payments.
 Confirm any other reservations, including assistance from Facilities & Campus Services, Aramark, WFERT, rental
companies, etc.
 Register your event with our online form
(Deadline is Thursday at 3pm for events Friday-Sunday and Monday at 3pm for events Monday-Thursday)
 Confirm event hosts
DAY OF EVENT
 Pick up event management supplies from the Office of the Dean of Students (1st floor Benson)
 Event Hosts check in with event coordinator (and facility manager if applicable), review specific duties for the
evening. If security is being used, a pre-event meeting with be scheduled for approximately 30 minutes prior to
your event.
 Ensure all event management guidelines are followed
 Clean facility/space at the conclusion of the event
 Event hosts check out with event coordinator and (if applicable) facility manager
ONE DAY AFTER
 Evaluate your event with our online form. This evaluation provides us with additional feedback that we can
utilize to assist future event planning.
ONE BUSINESS DAY AFTER
 Return event management supplies to the Office of the Dean of Students (by noon)