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Event management

(Printable Version)

This Event/Program Checklist should help you in planning upcoming events or programs either on a major or minor scale. Check or complete those items which apply to your event/program and set deadline dates by which each task must be completed. Your Student Activities Advisor can be of great assistance throughout this process.

Delegate specific tasks to other organization members in order to accomplish the program. Your Faculty Advisor and/or other organization leaders can help identify members best qualified to do the job. Remember to secure a commitment from each person you are delegating to so as not to give them something they can't or won't do.

Pre-Event Program

1. Project what your event/program will look like (i.e. guest speaker, large audience, controversial topic, dance).

2. If on-campus, request the facility through the Arrangements Office (3rd floor, Univ. Union). Ask about:

Room Set-up _____    AV Equipment_____
Catering    _____    Insurance   _____

If off-campus, you may wish to meet with your Student Activities Advisor to discuss areas of concern for a good event/program.

3. Schedule meeting with your Student Activities Advisor (SAA) as soon as possible to discuss the event and services available or required.

SAA Appointment Date: ________________
Time:                 ________________

4.

Services              Needed?  Hours    Cost Estimate

Public Safety Officers     ______   ______   ______

Event Manager              ______   ______   ______

Facilities Management
   Tables/Chairs           ______   ______   ______
   Facility Rental         ______   ______   ______
   Restrooms               ______   ______   ______
   Other                   ______   ______   ______
   Facilities Subtotal     ______   ______   ______

Univ. Media Services (UMS) ______   ______   ______
(see UMS Price List)

Technicians                ______   ______   ______

Other __________________   ______   ______   ______

Total                                        ______

5. Can you request ASI Dollars for Organizations & Clubs (DOC) monies for this event/program? Yes___ No___

If yes, pick up DOC Packet from ASI Government Office at least 3 weeks prior to event/program. Remember, organizations must attend a DOC Workshop prior to submitting a request. 

6. Is this a fund-raising event/program? Yes___ No___

If yes, submit a Request To Raise Funds form to the Student Activities Office.

Is there an admission charge? Yes___ No___ Amount:________

7. Will food/drink be sold or given away? Yes___ No___ 
Are you providing your own food? Yes___ No___

If yes to either, review the Sale & Dispensing of Food on Campus Policy and submit a Request To Raise Funds form to the Student Activities Office 2 weeks in advance.

8.

Will alcoholic beverages be sold? Yes___ No___ Given away? Yes___ No___

If yes to either, review the Alcoholic Beverage Policy and submit a Request for Sale of Alcoholic Beverages at Special Events form.

9. Plan publicity - design and have ready to print when your location is confirmed.

Logo___ Flyers___ Posters___ Ads___ Marquee___ Novelties___
                          

News Releases (i.e. State Hornet, Campus Calendar, newspapers, TV/radio)___ 
Other_____

Review Publicity and Posting Policy and Effective Publicity.

 

After Written Confirmation is Received

1. Confirm event/program details with presenter(s). _____
   
   
2. Authorized officer signs & returns contract/letter of agreement. _____
   
   
3. Order posters/flyers to be printed. _____
   
   
4. Send out press releases to media. _____
   
   
5. Information to Campus Calendar and marquees. _____
   
   
6. Posters/flyers out on campus. _____
   
   
7. Order cash box from ASI Business Office (if needed). _____
   
   
8. Pay any required deposits at least 1 week prior to event (ASI Business Office) _____
   
   
9. Special contract stipulations:
   _________________________________
   

Day of the Event /  Program

1. Pick up check/honorarium. _____
   
   
2. Review last minute details. _____
   
   
3. Arrive at location early to check equipment and room set-up. _____
   
   
4. Enjoy the event/program!

 

After the Event / Program

1. Deposit funds. _____
   
   
2. Return cash box (if checked out). _____
   
   
3. Prepare financial report for club records. _____
   
   
4. Pay any outstanding bills. _____
   
   
5. Write evaluation report for club files. Submit copy to ASI if DOC monies used. _____
   
   
6. Send "Thank You" notes. _____