EVENT PLANNING CHECKLIST

Transcription

1 EVENT PLANNING CHECKLIST The purpose of this event planning checklist is to help you think through the details involved in planning an event. It is not a definitive list but should help you with the majority of your planning. The items are not necessarily in chronological order so read through the entire document before beginning. The event action plan at the end provides a space for you to record most of your event details as you go along. It also helps for record keeping purposes in case someone wants to coordinate this event in the future. Preliminary Stages Determine the purpose of this event. Check whether anyone else on campus is doing something similar either now or in the future. Consider the option of partnering with another Meredith College club or organization for this initiative. Draft a projected budget and determine the cost of this project. Decide who will be invited and how many people are expected to attend. Does your event require a monetary donation in order to participate? Are there ways to contribute without donating money? Review the event rubric for an overview of best practices for student organization events. Look over the inclusiveness checklist and keep it in mind when working through event details. Approvals If you are coordinating an off campus trip or event, submit the Off Campus Trip Approval Form. If you would like to publicize with flyers, please get the flyer approved and stamped by SLS before making the copies. Date and Location Check whether the date and time of your event conflicts with any religious holidays (including Jewish or Muslim holidays) or major campus events (check the Meredith Planner). Check with Campus Events (x8533) to make sure it doesn t conflict with any events not in the planner. Reserve a location through Campus Events (x8533) or elsewhere (off-campus). If your event is outside, make arrangements in the event of inclement weather. Ensure that your event location and bathrooms facilities are accessible (for those with use of a wheelchair). Make reservations with Facilities (x8560) to request tables, chairs, trash, recycling bins and other items. Fill out the Facilities Set-Up Request Form (fill out the work order 3-4 weeks in advance of event, form is online). Contact Campus Police (x8888) to discuss your event logistics and how guest parking may affect the campus (if applicable). Find someone to facilitate set-up before the event. Find someone to facilitate clean up afterwards. If the event is large or includes outside parties, contact Campus Police (x8888) to notify them. 1

2 Determine whether you will you need security for the event. Contact Campus Police (x8888) to reserve security officers for the event. There is an hourly rate charged for security contracted for events on or off campus. Determine how you will set up the space. Budget Details: Talk with Kathy Owen in SLS and your Treasurer about the following: Talk with Kathy Owen in Student Leadership and Service before starting expenses. Determine how you will track all expenses and receipts. Complete the event budget approval form and talk about it with your treasurer. Determine how you will track donations from individuals and businesses. Determine how you will recognize donors or various departments, clubs and organizations. Determine how you will pay for vendors, entertainment, food, decorations, or any other needed items. Reimbursement? Purchase Order? Talk with Kathy Owen in SLS Give yourself enough time to get checks cut by Accounting. (PO s must be submitted by Friday to have a check cut on the following Tuesday). Determine whether any special guests (e.g. speaker) require a monetary fee. If so, submit the proper request form (Contract Template) for payment through the Office of Student Leadership and Service. For any entertainment requiring a contract (e.g. band, DJ, etc.) submit a contract to the Office of Student Leadership and Service to request payment. Be sure to book your entertainment in time to pay any required deposits. If you are raising funds for a community organization (philanthropy project), make sure you keep the money in Student Leadership and Service and determine the on campus account you will be depositing it into. If you are receiving SAF funding, submit the reimbursement paperwork. Transportation (for off campus events only) If an off campus event, determine how your guests/participants will get there. Obtain the required waivers and liability forms from the Office of Student Leadership and Service. Determine the number of necessary vehicles and available drivers for carpooling. Obtain directions to the project, parking information and any associated costs. Reserve the Meredith mini-buses through Campus Police (x8888) (if applicable). Do you have a trained driver? (All drivers for Meredith vehicles must be trained and have an approved driving record check). Food & Refreshments Determine whether your organization will serve any food or refreshments at your event. Determine whether this will involve a regular dining service. Seek Dining Services (Aramark) in catering this event, or receive permission to use outside vendors. Contact Dining Services/Catering at least 1 month before the event. 2

3 Submit your dining requests on time and confirm the details before the event. Aramark will bill your organization account for the payment of the invoice. Make sure to have a vegetarian option available and discuss options for other dietary restrictions. Determine how you will obtain dietary preferences beforehand (if applicable). Determine which supplies are necessary. (Utensils, plates, cups, ice, coolers, etc.) Seek donations (either written or verbal) from community businesses at least one month prior to the event. Guest Speakers/Entertainment Contact any special guests and confirm that they can attend. Determine whether your guests have any special requests or accommodation needs. Determine whether any special guests require a monetary fee. If so, work with your Treasurer to submit the proper request form (contract template) for payment through the Office of Student Leadership and Service. Get multiple quotes from vendors. For any entertainment requiring a contract (e.g. band, DJ, etc.) ask your treasurer to submit a contract to the Office of Student Leadership and Service to request payment. Be sure to book your entertainment in time to pay any required deposits. Supply your guests with event logistics, parking directions, itinerary, etc. Determine your decorations needs. Try to accumulate decorations from existing sources (friends, Daisy Trade, other clubs and organizations, etc). Determine whether you need balloons. Contact the Balloon Gallery (MEA) about purchasing balloons. Media Equipment and Services Determine which media equipment is necessary for this event. (For example: laptop, projector, speakers, microphones, etc.) Attend (or have another Meredith College affiliate do so) the required training by Media Services. If any films will be shown, are they closed captioned in the event that subtitles are requested by guests? If showing films, be sure to receive the appropriate permissions to show them. (Copyright permission- Media Services can help you with this). Request and confirm reservations for all media equipment with Media Services (x8444). Publicity Determine how you will publicize this event. Determine how much your publicity will cost and how you will pay for the costs. Give yourself enough time to publicize to the fullest extent. Determine whether you need a table in the Cate Center for publicity. Reserve through Student Leadership and Service. 3

4 Determine how you will reach various communities. (For example: off-campus students, non-traditional students (23+), commuters, faculty & staff, the greater Raleigh community, etc.). If you or your organization plans on selling t-shirts or other items, submit the required request form, make table reservations, and coordinate the money through the Office of Student Leadership and Service. If you or your organization plans on selling t-shirts or other items, make sure these items reflect the project and are inclusive of various communities. Receive approval for any fliers in Student Leadership and Service before making copies. Submit any copy orders to the Copy Center (x8677). Orders must be received at least 48 hours before required or an extra charge will be added. Volunteers Determine how many volunteers are necessary for this project. Determine how you will recruit volunteers. Consider all the various tasks that your volunteers will complete. (For example, creating posters, publicizing on-campus and in the outer community, the preparation and staffing of the event, etc.). Communicate regularly with volunteers and provide them with support. Evaluation Determine how you will evaluate this event. In addition to other methods, go through the event rubric to determine how successful you were in various aspects of event planning. Determine how you will record how many volunteers participated, how many hours generated, number of attendees, etc. Compile results from your evaluation and possible recommendations for future events. Plan on debriefing after the event. Service Event Details Research what volunteer opportunities are already available, ensuring that you do not duplicate other projects. Research the social problem that you are trying to address (i.e. intervention/prevention strategies, root causes, prevalence.) Meet with a contact from the beneficiary (community organization, non-profit agency, or community member). Determine what kind of an impact you hope to make. Determine how you plan on educating the participants and Meredith community about this social problem. Make sure you know all the facts. Determine how you plan on helping your participants reflect on their experiences. If you are planning on raising funds, determine whether there is another way you can make an impact without raising money (such as volunteering your time). 4

5 If you are raising funds, make sure you keep the money in Student Leadership and Service and determine whose account you will be depositing it into. Just Before the Event Have you confirmed your location with Events (x8533)? Have you confirmed your equipment (tables, chairs, etc.) with Facilities (x8560)? Do you have a speaker or outside guest? Have you confirmed with the speaker/guest and sent them directions and parking information? Have you confirmed the dining/catering request? Have you communicated with your volunteers when and where to arrive? Check in with Kathy Owen in Student Leadership and Service regarding money issues for the event. 5

6 EVENT ACTION PLAN Title of Event: Purpose of Event: Target Audience: Date and Time of Event: Event Chair: Event Planning Notes/To Do Responsible Person Location: Is the event: o On-Campus o Off-Campus Reservation made Rain location (if needed) Tables/Chairs Decorations: Decorations for location Souvenirs (if applicable) Media: Equipment Needed? o Microphone o Flip Chart o Sound System o Music o TV/VCR/DVD o Laptop o Projector o Other: Event Guests: Speaker/Entertainer/Special Guest? o Date invited: o Date confirmed: Thank you note/gift Parking Special needs/requests (equipment, food, etc.) Food/Refreshments Food Donations from area businesses Catering (ARAMARK or other) Supplies needed (utensils, tablecloths, etc.) Target Date Date Completed 6

7 Publicity: Banners Chalking Class Announcements Mail boxes Belk Cate Flyers Invitations Other Student Orgs. Posters The Herald E-News Student_All Emp_All Personal s Facebook Groups/Events Line Items Costs Decorations $ Catering/Refreshments $ Gifts $ Travel/Van Usage $ Publicity $ Event Guest $ Other $ NOTES: 7