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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