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EVENT PLANN ING CHECKLIST

Eight Weeks Before the Event

R determine the pu rpose of the event

R determine event sponsorsR choose a tentative date

R check availability of event venu e (consider restrictions no sm oking, seating capacity, etc.)

R identify the intended au dience

R decide on p erformers, DJs, speakers

R establish initial bud get

Seven Weeks Before the Event

R conduct commun ity needs assessment

R delegat e tasks (pu blicity, logistics, food, speakers, decorations, evaluations, etc.)

Rreserve sp ace & process special facility requests (ex. Early mor ning, late night, etc. Considerextra costs.)

Six Weeks Before the Event

R finalize the d ate, time and location of event

R contract entertainment if needed

R meet w ith catering for food and beverages (See special guidelines for alcoholic beverages

located in Student Handbook.)

R reserve audio/ visual equipment

R order p rizes and souvenirs

R make arrangem ents for ticket sales (distribu tion, costs, receipts, etc.)

R reserve security, if needed

R arrange for transportation (if needed )

R arrange for visitor p arking (if needed)

Five Weeks Before the Event

R decide on a them e and title of the event

R develop an advertising an d pu blicity plan

R confirm contract requirements and fulfillment of contract rider s

R finalize bud get

Four Weeks Before the Event

R contact The Signal (campus paper), Creativ e Loafing ,AJCwith d etails for event

R proofread ad vertising (includ ing for copyright m atters)

R subm it request for initial advertisements on u niversity Webpage

Three Week s Before the Event

R begin p ublicity campaign - teasers

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R begin w orking on decorations (ordering flowers, banners, balloons, special napkins & plates,

plaqu es, etc.)

Two Week s Before the Event

R begin posting publicity on camp us

R organize volunteers for eventR submit requ est for final advertisements on university Webpage

On e Week Before the Event

R distribute handbills, emails, signs, flyers for event

R create event evaluations

Day of Event

R check facility set-up

R decorate

R set-up for ticket sales and p rogram distribution

R distribute an d collect evaluations

R pay p erformers AFTER the event

Week After the Event

R send thank you n otes

R reconcile all invoices

R meet with th e event planning comm ittee to evaluate the event