Event Checklist

General event planning timeline

A more detailed checklist is available and can be requested through Events and Protocol.

3 months out:

• Define purpose and event goals to determine if event is necessary
• Build event budget
• Connect with Events and Protocol to inquire about UNR Med event date conflicts
• Submit Event Request Form
• Determine dates UNR Med Leadership is available if necessary
• Determine desired number of guests for attendance dependent upon specific event goals and budget
• Secure a venue and reserve with ample time for set-up, A/V, and clean up
• Request and confirm a parking plan
• Submit Leadership Request Form and  Audio Visual Request Form
• Set invite list to correspond with desired attendance and goals
• Create invitation and submit to Events and Protocol for approval
• Send materials to print/create email invitation
• Secure a print release for jobs over $50
• Secure contracted vendors: caterer, audio visual, rentals, photographer etc.
• Secure pre-hosting approval and alcohol request form if applicable
• Create event layout

8 - 6 weeks out:

• Invite guests through mailings, personal invitations, social media, marketing and/ or electronic invitations (depending upon budget and specific event goals)
• Collect and track RSVPs and analyze with budget
• Secure and assign volunteers' specific tasks
• Make or suggest travel arrangements for out of town VIPs
• Create event look including linen, décor, directional signage, event programs etc.
• Submit work order with Facilities
• Finalize menu
• Write event speaking program

3 - 1 week out:

• Follow-up with e-mail or phone correspondence to remind guests of event and collect additional RSVPs
• Communicate and correspond with vendors regarding timing, anticipated numbers, duties and specific VIP arrangements
• Communicate with faculty, staff, and volunteers regarding their event roles
• Finalize event production schedule and distribute to all participating faculty, staff, volunteers and vendors

Days leading up to the event:

• Create registration list and nametags
• Packing list and pack
• Sort out last minute requests, changes and details

Day prior to or morning of event:

• Set layout
• Compose list of VIPs in attendance for announcements/ parking and special arrangements

Event day:

• Place signage and décor
• Meet vendors and facilitate needs/ requests
• Meet and brief all event faculty, staff and volunteers
• Set and run event registration
• Provide name tags for ease of interactions
• Facilitate event timeline
• Strike event

Week following:

• Follow-up with attendees as necessary sending thank you notes and other pertinent correspondence.
• Wrap-up with vendors and reconcile budget
• Write an event summary for future reference including what went well, and what could help the event improve in the future