Event Planning Check List

Event Planning Check List

The following is a checklist for you to utilize when planning your events.

Event Name:_____________________________________________________________

Event Date & Time:_______________________________________________________

Event Location:___________________________________________________________

Person Responsible:_______________________________________________________

Scheduling:

_____ Location has been reserved and confirmed.

_____ Appropriate AV equipment has been reserved

_____ Set up for your event as been discussed with the appropriate person

Budget:

_____ Has this event and every thing it entails been budgeted for.

_____ If the event has not been budgeted for, have you gone to SGA for funding. (This needs to be done 4-5 weeks before the event.)

_____ Has the check request been submitted to Accounts Payable. (This needs be completed at least one week before the event)

Contract(s):

FYI- A contract cannot be issued unless you have the funding for the event.

_____ Has a contract been issued. If you are working with any type of entertainer, speaker, band, singer, comedian etc. a contract needs to be issued. If you need a blank copy please contact the Student Union office.

_____ The contract has been signed by the Director of the Student Union and Involvement.

_____ The contract has been signed by your advisor.

_____ Once you have the appropriate signatures, have you mailed them off.

_____ Have you submitted your contract with the check request at least one week before the event.

Food:

_____ Are you having food. If so, you must go through ARAMARK.

_____ Has the food been ordered.

Equipment:

_____ Staging has been reserved (for outside events staging must be rented through an outside vendor.)

_____ Sound company has been contracted (for outside events, sound must be rented through an outside vendor.)

_____ Dance Floor has been ordered (in you need it for an event in Lancer Gym)

_____ You have met with the Operations Manager if you are having an event in the student union at least 2 weeks prior to you event to discuss set up needs.

_____ You have meet with Conference and Scheduling to discuss your needs in buildings besides the student union.

Publicity:

____Make a plan to publicize your event.

____Flyers

____Web Site

____Poster Maker

____The Rotunda

____WMLU

____Large Poster

____Table Tents(email the Student Union at lankford@longwood.edu by 5pm the Thursday before the event.

____ Be creative with other ideas.

Support Services:

_____ Have parking space been reserved

_____ Has Campus Police been reserved. Campus police must be reserved and paid for at least 7 days before your event.

_____ Co-Sponsors are aware of their responsibilities and have signed an agreement.

_____ Have hotel rooms been booked.

Performers:

_____ Artist has been contact at least a week prior to event to talk about

____Travel arrangements

____ Confirm hotel needs

____ Hospitality needs

____ Sound Check time

____ Arrival time to campus

____ Confirm sound requirements

Facilities:

_____ Tables and Chairs have been ordered. This would be for events in Lancer, Iler and outdoor events

_____ Extra garbage cans have been reserved. This would be for events in Lancer, Iler and outdoors.