Revision #: 1 Origination Date: 1/25/02 Revision Date:

DPPEA Event Planning Checklist with Smart Choices Project Name:_____________ Event Lead: __________ Event Date: _____ Location: _________________ Target Audience: _____________________ Task Staff Date

Needed Date

Completed Smart meeting Items

Facility Arrangements Identify facility and costs Visit facility Book facility (sign contracts & obtain accurate directions/ maps)

Obtain block rooms/rates Confirm arrangements Track payment Confirm final count with facility

q Provide accessible/well-marked container for recycling (newspaper, beverage containers).

q Is location central to most participants? q Can climate/lights be controlled in the meeting

room? q Can the space use natural light for meeting

and exhibit space? q Is reusable dishware available if catering

meals?

Visit site prior to event and clarify event needs with space provider. During visit, assess arrangement for seating, chairs, tables, breakout space, recycling and AV.

Speakers Confirm speakers Obtain speaker bios Confirm speaker needs

q Provide presentation copies only if necessary or as requested.

q Do selected speaker(s) have minimal travel needs compared to other qualified speakers?

Ensure speakers know exactly what they are to present and the allocated time for presentations. If they miss the printing deadline for presentations, they can supply the needed copies.

Publicity Obtain mailing lists/labels Prepare press release/media kits

Mail invitations Advertise in/via:

Newsletters (internal and external)

Web site Trade publications/ associations

E-mail, listservs Fliers Brochure/registration info

Posters Interoffice/department e-mails/memos

Bulletin boards (DENR) Stakeholders

q Use electronic media to promote event. q If appropriate, publicize event as “green” or

sustainable. q Use PDFs/online registration whenever

possible.

Publicity is the key to a successful event. Be sure to include your PIO in these efforts. Workshop Materials Develop handouts/brochures Set agenda Locate notebooks/folders Print/mail brochure Edit handouts/manual Print handouts/manual Submit plaque design Produce slides/overheads Inspect finished materials

q Provide materials electronically prior to event and advertise availability to participants.

q Minimize number of handouts. q Allow attendees to order copies. q Reuse existing supplies if available. q Print two-sided copies on recycled paper. q Collect and recycle nametags. q Collect and reuse materials for next event

(binders, signs, etc.).

Revision #: 1 Origination Date: 1/25/02 Revision Date:

Task Staff Date Needed

Date Completed

Smart meeting Items

Workshop Materials cont. Prepare evaluation forms Confirm final attendee list Prepare name tags Obtain rooms/road signs

Work on these materials as early as possible. This will allow reviewers (yourself, external reviewers, PIO, managers, and DENR Public Affairs) time to proof and approve materials.

Registration Enter registration data Confirm registrations w/map & directions by e-mail/fax

Identify paid attendees Confirm final head count with facility and caterers

Arrange for registration table

q Use electronic registration and confirmation (including maps and directions).

q Fax and snail mail only to those without e-mail.

Pack extra nametags, badges and markers for day of event registration. Recycle nametags. Meals/Refreshments Confirm meals/snacks Confirm caterer (sign contracts) Special menu/diet needs Determine serving needs Purchase food (see purchasing officer for help)

q Arrange for food donation. q Serve on reusable wares/linens. q Provide beverage container recycling.

Inquire with purchasing/budget officer before ordering food to ensure that purchasing guidelines are properly followed. Event Requirements Identify room set-up & AV needs

Check out equipment/supplies*

q Check out reusable event signage.

Setup day before or as early as possible. Ensure AV equipment works before leaving office. You may want to have the LAN manager attend for computer/electronic support.

Transportation Reserve vehicles Arrange carpools Arrange speaker transport

q Is public transportation available? q Does facility provide shuttle service? q Use alternative fuel vehicles if available. q Encourage participants to carpool.

Overnight Accommodations Confirm hotel room rates Secure block of rooms Obtain directions/map for guests

q Try to obtain “green” hotel for event with linen, towel & bath product reuse.

Visit hotel prior to event to ensure adequacy. Obtain eateries/entertainment options list. Photographer Schedule photographer Confirm needs Follow-up before event

q Use digital camera to provide electronic photos.

If scheduling DENR photographer, a request form must be completed several weeks prior to the event. Florist Select florist & discuss payment Arrange pickup/delivery

Facility Management (733-0396), provides plants to state agencies free for Raleigh-area events. *Flip charts, laptops, projectors, display, camera, video camera, signage, cell phone, batteries, markers, tape, flip chart paper, zip drive, extension cord and podium on-site availability