Event Checklist

Advancement and Engagement

General event planning timeline

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

3 months out:

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