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Event Planning Checklist |
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6-9 Months Before- Determine whether your organization will honor someone with
an award. If so, identify the nominee and immediately begin the
nomination process by submitting to Cindy Wilson the
University
Honors Recommendation Form along with a letter of
recommendation outlining the characteristics of the honoree that
warrant recognition.
3-6 Months Before
- Submit an
Event Request Form. (Consult the
“Law School Calendar” for guidance in choosing dates for
consideration. Be aware of any conflicts with other
organizations.)
- After obtaining approval of the
Event Request Form, confirm
dates with Cindy Wilson and/or Gina Fondetto.
Prepare a detailed budget for the event that includes itemized
expenses and the expected revenue from ticket sales. Include the
number of tickets expected to be sold.
- Contact any speaker(s) or honoree(s) that you want to attend
your event. Confirm availability of dates/times and send a
follow up letter to him/her. Do not contact an honoree in
advance of receiving approval from the University.
- Contact Cindy Wilson if a down payment or deposit for goods or
services is needed.
- Draft an event preparation timeline and assign tasks to
organization members. Set deadlines for sending invitations,
ordering food and for any other activity that must be done in
advance of the event date.
- Send a memo to Cindy Wilson with an overview of finalized
details including verification that rooms were reserved with
Gina Fondetto.
3 Months Before
- Prepare mailing lists for invitations (see Alumni or
Career Services for guidance).
- Meet with Cindy Wilson for invitation approval and contact
printer for timeline.
- Determine where responses will be sent, who will collect them
and when to set RSVP deadline. If RSVPs are being sent to
Student Services, advise them of such.
- Meet with Kathy Eagan, Public Relations Director, to prepare
an advertising campaign.
- Submit to Cindy Wilson any requests for payments to vendors –
check requests take several weeks to process – allow ample time.
3-1 Months Before
- Send out invitations. Hand deliver faculty/administration
invitations.
- Arrange for payments to vendors.
- Arrange for an alcohol sponsor, if applicable.
- Prepare letter to speaker/honoree with a deadline for return
of the following information:
- Curriculum vitae or biography for his or her introduction
- Audio- visual needs, dietary preferences
- Hotel and travel accommodations
- Contact information
1 Month to 1 Week Before
- Maintain a list of attendees (first and last name,
affiliation, class) to be given to Cindy Wilson immediately
before the event.
- Reserve table for ticket sales in the Atrium. Obtain cash box
from Student Services and review Money Collection Policy before
selling tickets.
- Finalize menu (consult with Gina Fondetto or Culinart, if
applicable).
- Notify Kathy Eagan if media is attending
- Meet with Cindy Wilson to review program schedule
- Provide Dean Hobbs, Dean Boozang and/or Dean Cornwell with
speaker/honoree information for introductions, comments, etc.
- Follow up with guests regarding travel and hotel reservations.
- Make nameplates for speakers.
- Prepare name tags if using (if plastic name tags are
preferred, you must order them in advance).
- Advertise your event – prepare signs – contact Gina Fondetto
for large signs, have smaller posters approved by someone in the
Office of Student Services.
- Contact Student Services to send out a broadcast email.
- Advise your guests as to where you will greet them.
Day of Event
- Finalize room set up with Gina Fondetto.
- Set up registration table.
- Greet guests and inquire about any needs – a place to put
belongings, water, etc.
After the Event
- Send thank you letters
- Meet with Cindy Wilson and/or the SBA Treasurer to finalize
all financial matters.
- Promptly submit all receipts to the SBA Treasurer.
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Last Updated:
November 02, 2007 |
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