Event Planning Checklist
Use this checklist to help you plan
your event. Don't let the size of the list intimidate you.
We've tried to include all planning items for an type of event
and many of the items won't apply to your particular event.
Use this list when planning and discussing events with club
members, your advisor, or Campus Activities and Involvement
Center Staff.
Preliminary
Questions:
What kind of event is this?
What's the name of my event?
When (what date or dates) is my event? Are there any big events
on campus already scheduled that may conflict?
What time will the event be?
Where will the event be held? (To make a reservation call 962-7098)
What is the expected attendance?
How will our organization promote the event?
How will we fund the event?
Checklist:
| Initial Planning: |
Scheduling: |
__ Meet with Advisor
|
__ Room for Event |
| __ Form a Committee |
__ Solicitation Table/Bulletin in Union to Promote
Event |
| __ Schedule Planning Meetings |
__ Tables / Chairs |
__ Get Needed Approvals
|
__ Tent |
| __ Budget/Estimate Cost of Event |
__ Photography |
| __ Get Funding or Fund Raise |
|
| Equipment Requests
(Be sure to go over this when calling the reservations
office to reserve room.) |
__ Easel
|
__ Microphone and Stand |
| __ Flip Chart |
__ Podium |
| __ Literature/Resource Table |
__ Overhead Projector |
| __ Message Board |
__ TV / VCR |
| __ LCD Projector |
__ Extension Cord |
| __ Pointer |
__ Sound System |
| __ Registration Table & Chair |
__ Lighting |
| __ Telephone |
__ Other _______________________ |
| Participants |
Media and Publicity |
__ Invitation Lists
|
__ On-Campus Publications (Seahawk) |
| (faculty/staff/students/community members) |
__ Off-Campus Publications |
| __ Speakers |
__ Radio |
| __ Panelists |
__ TV |
| __ Judges |
__ Photography |
| __ Sign Up Sheet |
__ Photo Release for Participants |
| __ VIPs __ Press Release |
|
| Invitations, Letters,
Programs |
Other Printed Items |
__ Invitations, reply cards, envelops
|
__ Place Cards |
| __ Design |
__ Flyers/Copies |
| __ Printing |
__ Posters |
| __ Labels |
__ Maps |
| __ Postage |
__ Name tags |
| __ RSVP Contact |
__ Tent Cards |
| __ Letters and Letterhead |
__ Tickets |
| __ Envelopes |
__ Menu Cards |
| __ Authorized Signature |
__ Seating Chart |
| __ Distribution |
__ Other:___________________________ |
| Food Requirements |
Decorations and Signs
|
On-Campus catering must be
done through Aramark 962-3600
|
__ Balloons |
| __ Flowers |
__ Type of Meal |
| __ Decorations |
__ Coffee Break |
| __ Banner |
__ Breakfast |
| __ Table Arrangements |
__ Lunch |
| __ Candles |
__ Dinner |
| __ Corsages, boutonnieres |
__ Reception |
| __ Directional Signs |
__ Servers / Buffet Style |
| __ Lectern Sign with UNCW Logo |
__ Vegetarian Option |
| __ Other:______________________ |
|
| Beverages |
Greeters/Ushers/Doorman |
__ Water at Podium or Head Table
|
__ Location |
| __ Soda |
__ How Many? |
| __ Punch |
__ Security |
| __ Coffee |
__ Alcohol
(Requires Permit from Dean of Students Office) |
| __ Other:_______________ |
__ Amount:________________ |
| Entertainment |
Risk Management |
| __ Live Music |
__ Liability Insurance for event and participants |
| __ Deejay |
(Contact Campus Activities and Involvement Center and/or
Risk Management) |
| __ Speaker |
__ Bring Recorded Music |
| __ Other:____________________ |
|
| Transportation and
Accommodations |
Recognition or Gift Items |
| __ Buses or Vans |
__ Awards or Certificates |
| __ Valet |
__ Plaques or Trophies |
| __ Parking |
__ Engraving |
| __ Overnight Accommodations |
__ Framing |
| __ Travel Accommodations |
__ UNCW Merchandise |
|
__ Rental Car |
__ Shipping |
|
__ Flight? |
__ Shipping |
|
__ Ride To/From Airport
|
|
|
__ Directions
|
|
| Special
Needs |
Post Event |
__ Interpreter
|
__ Thank You Letters |
| __ Braille |
__ Evaluations Forms |
| __ Audio-Recording |
__ Clean Up |
| __ Enlarged Print |
__ File Materials |
__ Wheelchair Access
|
|
__ Correspondence |
| __ Place to Note on Registration
Form? |
|
__ Contracts |
| __ Assign Staff to Assist Individual |
|
__ Bills |
| __ Other:_________________________ |
__ Other: __________________________ |
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