ACC Event Planning Checklist

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1 ACC Event Planning Checklist EVENT TYPE OF EVENT Dedication Grand Opening Ground Breaking Press Conference Reception Ribbon Cutting Other (describe) SPONSOR/HOST (department or program) CLIENT/CONTACT Name Campus/Address Other Alternate Phone Fax BILLING INFORMATION Job Number Account Number LEVEL OF SERVICE (to client) Lead Role (coordinate the entire event) Support Role (implement select event planning services) Subordinate Role (provide services for other event planners) DATE OF EVENT Priority date Alternate date(s) TIME OF EVENT Setup Start End Breakdown EXPECTED AUDIENCE ACC Community Other ESTIMATED ATTENDANCE

2 PRELIMINARY BUDGET Cost Total * indicates items for direct billing to clients PLANNING COMMITTEE MEMBERS Name Department Phone PLANNING COMMITTEE MEETING DATES SUBMIT CONFIRMATION OF SERVICES LETTER Date Sent Client Marketing Communications Director Creative Services Other (describe)

3 Twelve Weeks Prior to Event ORDER PLAQUES/BUILDING LETTERS Facilities Planning Designer Text Supplier Service Representative Installation Date Specific Location Approval ORDER GIFTS/AWARDS/PROMOTIONAL ITEMS Item(s) Design Designer Text Supplier Service Representative Installation Date Specific Location Approval 1 2 3

4 Six Weeks Prior to Event COORDINATE CALENDARS OF KEY STAKEHOLDERS CONFIRM SPEAKERS Name Phone RSVP/ Web Name Phone RSVP/ Web Name Phone RSVP/ Web Approved by President SAVE THE DATE NOTICES Electronic Printed Designer Printer Sales Representative Paper Size Ink: Color Black Mail Date Order Number Approval DESIGN INVITATIONS Designer Printer Sales Representative Paper Size Ink: Color Black Mail Date Order Number Inserts Map Parking Pass Reserved Seating Reply Card/Envelope Other Approval ADDRESS LISTS USPS Responsible Party

5 SECURE LOCATION Rain Site STAGE PARTY MEMBERS Invitation letters to potential stage party Approval Maintain RSVP List for Stage Party Seating Chart Mail Date Final Stage Party Count Stage Party Signs for Lineup ROOM/SITE SET-UP Stage Size Hospitality Tables Audience Microphones Podium VIP Meeting Area Press Feeds/Multibox Placard Overflow Area Easels Flag Podium Grenery Drapes Stage Party Chairs Other Greenery Signage Audience Chairs Sound Tent Reserved Chairs Audiovisual Equipment Ribbon Cutting Set-up Serving Tables Screen Unveiling Set-up Display Tables Floor Microphones Water Set-up Check-in Tables Portable Microphones Other SITE PREPARATION Building and Grounds Work Request Check for Fire Ants Trash Bins Sweep Street Power Wash Recycle bins Mow Soil for Groundbreaking Other PARKING/TRANSPORTATION ACC Police Department Reserved Parking Lot # VIP Parking List Directional Signage Stage Party Parking Lot # Barricades Locations

6 DISTRICT POLICE ACC Police Department Inside Outside Security Officers Locations RENTALS Tent Port a Cool Cups/Glasses Chairs Heaters Lighting Battery Powered PA Coffee Urn Podium and Sound Other Other Other FOOD AND REFRESHMENTS Caterer Guests Tables Servers Menu Tablecloths/Skirts Centerpieces Colors Colors PHOTOGRAPHY Confirmation Turn-around Time Photo CD Program Shots List of Other Important Shots VIDEOGRAPHY ACC Video Services or Contractor Turn-around Time Phone Three Weeks Prior to Event MAIL INVITATIONS Merge Mailing List Date Address Envelopes or Labeled Date Assemble Invitations and Inserts Date Stuff Seal Date Stamps Cost Stamp Mail Date Deliver to Mailroom United States Post Office

7 RSVP SYSTEM RSVP by Date Phone RSVP Count to Client Caterer Venue Other COORDINATE SPEECHES Speaker Speaker Speaker Speaker Speaker DESIGN PROGRAMS Designer Printer Sales Representative Paper Size Fold Ink: Color Black Order Number Program Outline Floral Arrangements Continuing Education Floral Program Service Representative Podium Piece Centerpiece(s) Delivery Date Delivery Location

8 SPECIAL ACCOMMODATIONS Disability Services Campus Escorts Transportation Parking Portable Restrooms Disability Accessibility Hearing Impaired Meals Other MISCELLANEOUS MATERIALS Shovels for Groundbreaking Hardhats Scissors for Ribbon Cutting Ribbon Stage Party List/Diagram Stancions Other Other Two Weeks Prior to Event PUBLICITY Advance Press Release Press Kits Paid Advertisements Other Follow-up Press Release Fliers STAFF ASSIGNMENTS Prepare detailed list of responsibilities for each role listed below Assignment Staff Member Material Delivery Walk-Thru Greeters Spotters Stage Party Check-in Sign-in/Registration Runners Chair Setup Table Setup

9 One Week Prior to Event FINALIZE AND PRINT PROGRAM PACK EMERGENCY SUPPLIES First Aid Kit Paper Phone Number List Scissors Tape Weights Pens Stapler Other Pencils Paper Clips Other Black Markers Clipboard Other Duct Tape Plastic Ties Other CONFIRM Facility Set-up Stage Party Rentals Equipment Parking Other Security Transportation Other Catering Security Other Floral Photos Other Day Prior to Event DELIVER ALL MATERIALS TO VENUE CONFIRM STAFF ASSIGNMENTS Day of Event MEET WITH STAFF AND REVIEW ASSIGNMENTS Date Time Location WALK THROUGH LOCATION Verify Room Layout Verify Seating for Stage Party Other Other CHECK DIRECTIONAL SIGNAGE

10 After Event Follow-up SEND PHOTO GALLERY TO CLIENT Date Date Selections Received ASSEMBLE/DELIVER ALBUMS Date Assembled Date Delivered INVOICE CLIENT Estimate Prepared and Delivered Date Invoiced Estimate Approved Date Payment Received COMMITTEE/CLIENT DEBRIEFING Date Time Location Notes EVALUATION Mailed Returned Compiled THANK YOU NOTES

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