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EventPlanningChecklist

Usethisbasicchecklisttoassistyourgroupinplanningasuccessfulevent.Remember,wemaynothaveallofthespecificsthatyoureventrequiresonthissheet,sobrainstormpriortostartingyoureventplanningtomakesureeverythinggetscovered!

NameofEvent:__________________________________Date:__________________________________________Time:__________________________________________Location:_______________________________________EventPurpose:__________________________________

BRAINSTORMING

Willtheeventwork?Howmanypeopledoyouneedtomaketheeventhappen?Doestheeventserveaneedpreviouslynotmetoncampus?

Dowehavetheresourcestomakeithappen?BUDGETING

Seesamplebudgetplanningsheet(attached)SCHEDULINGOfficerincharge:________________________________

Talkwiththeappropriateroomreservationoffice

oWhatsizeroomdoyouneed?oWhatkindoftechneedsdoyouhave?oWhatcanyouafford?TentativelybookacoupleofdatesCallyourperformerorvendor(ifapplicable)andscheduletheperformancedateCallthereservationofficebacktoconfirmyour

dateScheduleameetingtogooveryourtechneedsandroomset-upSchedulethetravelarrangementsforyourperformer(ifnecessary),includingaridetoandfromtheairportand/orhotelBookhotelsand/ormakedinnerreservationsfor

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yourperformerPERMITS(seeStudentGroupHandbooktodetermineifyouneedanyofthesepermitsforyourevent)Officerincharge:_________________________________

FoodPermitfilledoutOutdoorSpacePermitfilledoutAlcoholPermitfilledoutSoundPermitfilledoutSanitationPermitfilledoutSales/fundraisingpermitfilledoutSecurityScheduledFilmLicenseGRANTS/FUNDRAISING

Officerincharge:_______________________________

Ifyouareapplyingforgrants,didyougetyourapplicationsinbythedeadline?Haveyouscheduledanappointmenttomeetwiththegrantcommittee?Whatmeasuresareyoutakingtoensureyoucanpayyourperformer/vendorsupfront?

ADVERTISINGOfficerincharge:_________________________________

PosteringE-mailingListservsChalkingOtherformsofmarketing

SHOPPINGOfficerincharge:_________________________________

Suppliesneededforyourevent:oSilverwareo

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PlatesoNapkinsoCupsoDecorationsoCashboxoPerformerspecificitems/requestsoOther:_____________________________________________________________________WEEKPRIOROfficerincharge:_________________________________

CallreservationsandmakesurealldetailsaresecuredCallSAOandmakesureallpermitshavebeensignedandarecompletelyreadytopickupCallperformerandmakesuretravelarrangementsaresecuredAssigneventshiftsforgroupvolunteers(set-up,during,takedown)

CreateanyprogramsorfliersneededattheeventDAYOFEVENTOfficerincharge:_________________________________

Pickupperformer/vendorandgettoperformancesiteCompileperformerrequestsindressingroom

Arriveearlyfortheeventforset-upMeetvendorsattheeventandassistwithset-upGreetguestsatthedoorHavefun!Cleanup,rememberthatyourreservationslocationmayhavespecialcleanupregulations

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AFTERTHEEVENTOfficerincharge:_________________________________

SendthankyounotestoperformersandtovolunteerswhoworkedextrahardDoapost-eventevaluation(seeexampleattached)Makesuretopayallbillsandturninallgrantpaperworkontime!!**Dontforgettokeepalistofthepeopleandthephonenumbersthatyouarecontactingthroughoutyourplanning.Wesuggestcollectingthemonthebackofthislist**

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BUDGETPLANNINGWORKSHEET

Hereisasampleworksheettosetyourprojectbudget.

ANTICIPATEDEXPENSES

FacilitiesRental$_______________

Food_______________

Lodging_______________

Publicity_______________

SpeakerFees/Honorariums_______________

Supplies_______________

TechnicalSupport_______________

Travel_______________

Security_______________

FilmsLicenseorPermits_______________

Registrationfees_______________

Other_______________

*TOTAL$_______________

ANTICIPATEDINCOME

AdmissionFees$_______________

Co-Sponsors(pleaselistbelow)_______________

AnticipatedGrantsIncome_______________

NameofGrantAmountRequestedAmountAwardedNameofGrantAmountRequestedAmountAwardedNameofGrantAmountRequestedAmountAwardedNameofGrantAmountRequestedAmountAwardedOtherIncome_______________

*TOTAL$_______________

Ifyourtotalsdonotmatch,youmayneedtoadjustyourprogramaccordingly.

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POST-EVENTEVALUATION

1.Didwemeetourgoals/objectiveswiththisevent?2.Didwemeetourbudgetarygoals?3.Didwehaveenoughvolunteersfortheevent?4.Whatcouldwehavedonedifferentlytomaketheeventbetter/moreproductive?5.Didwehaveenoughadvertising/PRfortheevent?Howcouldwehavemadethisbetter?6.Didweexecutetheprograminaprofessionalmanner?7.Didwefaceanygroupconflictwiththisprogram?Whatwasit?Howwasitresolved?Whatcouldwehavedonedifferently?8.Wouldwebringthisvendor/performerinagain?Wasitworthit?9.Wouldweexecuteasimilarprograminthefuture?Whatchangeswouldwemake?

10.Howdoesthisprogramallowustogrowasagroup,officers,andleaders?Wasitagoodprogram?

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