[PDF] EVENT PLANNING GUIDE/CHECKLIST





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Event-Planning-Checklist.pdf - Equipment

EVENT PLANNING CHECKLIST. Facilities: • Location(s) reserved. • Rain site Equipment/ Furniture/ AV: • Tables. • Chairs. • Stage. • Projector/Computer.



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EQUIPMENT. Lectern. Podium. Public address system. Microphone(s): Neck podium



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Pay attention to the equipment fees. Tell us your AV Needs. Wireless Microphones/Microphone Stands. (Special Use Spaces and Large Meeting. Rooms only).



Outdoor Event Planning Checklist

Sep 20 2022 Registered Student Organizations and Georgia Tech Departments may request. Student and Campus Event Centers equipment to be used in other ...



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Line up backup speakers in case a last- minute replacement is needed. Identify who will be responsible for activities including: • Transport of supplies to the 





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event. • Provide a list of local medical equipment stores with rental fees. (for commodes hoyer lifts



Student Organization Event Planning Checklist

Student Organization Event Planning Checklist. If you need support in planning Audio/Visual Equipment needs (if necessary) ...



EVENT PLANNING GUIDE/CHECKLIST

EVENT PLANNING GUIDE/CHECKLIST. OVERALL Create committees to share in the work of planning and implementing the event. ... Inventory equipment needs.



Holding Inclusive Events:A Guide to Accessible Event Planning

This guide includes an accessibility checklist and a sample accommodations (for commodes hoyer lifts





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Aug 29 2021 ? Create a detailed plan for the concession stand. ? Promote your event with local media



PCC Event Planning Checklist * not available from PCC Bu

Facilities/Equipment. ? Meeting/reception room rental. ? Overnight accommodations. Rental of: ? Chairs. ? Tables. ? Props *. ? Lectern. ? Tent *.



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Master Event Checklist. Facility-Indoor Kitchen Facility-available equipment location



Facilities: Service Personnel: Equipment/ Furniture/ AV: Publicity

EVENT PLANNING CHECKLIST. Facilities: • Location(s) reserved. • Rain site reserved. • Set-up diagram created. • Set Up Time Needed: • Reserved parking.



EVENT PLANNING CHECKLIST

the event and the event planning checklist equipment for free or reduced costs for student organizations to use for their events. Equipment.



Student Organization Event Planning Checklist

If you need support in planning your event please contact the Office of Student Engagement at Audio/Visual Equipment needs (if necessary) ...



Event Planning Checklist

Task to Be Completed. Due Date. Assigned To. Date Completed. Order A/V Equipment (if not included in room reservation). Speakers. Microphones. Lighting.

EVENT PLANNING GUIDE/CHECKLIST

OVERALL

Determine concept/theme for event

Designate a coordinator

Create committees to share in the work of planning and implementing the event.

Suggested committees include:

Publicity

Food Entertainment and activities

Setup Cleanup

Evaluate goals and expected outcomes

Determine rules and regulations for event in the accordance with the appropriate city and state rules and regulations

Collect appropriate permits

Designate a day and time

Anticipate attendance - does the space have room for activities and participants?

Secure site

Check for potential conflicts with other events

Confirm date with key participants

Set rain date if applicable

Anticipate alternate location, set-up and transportation Put everything in writing: contracts, booth agreements, supplier agreements, etc.

FINANCE CHECK LIST

Identify resources and develop budget

Inventory equipment needs

Determine sponsorship opportunities

Identify in-kind services

Arrange payment and billing procedures

Determine event insurance needs

LOGISTICS

Site plan

Accessibility plan

Portable restroom facilities (150 guests per portable unit)

Parking and transportation plan

Public

Vendors

VIP

Staff / volunteers Valet

Performers

Bicycle

Other

Determine needs

- Rental equipment:

Stages

Chairs

Refrigeration

Audio / visual

Power

Tents / canopies Fencing

Barricades

Signage

Tables

Communication

equipment - Building needs - Power needs and distribution - Emergency vehicle access - Security needs

Setup / tear-down schedule

Trash and recycling

First aid

Water station(s)

Policies: lost child, communications

Command post / emergency procedures

Onsite money collection

Site preparation - mow grass, plow snow, etc.

Decorations

Pre and post-event walk through

PROMOTIONS

Send invitations 3 weeks in advance of event

Contact media if applicable

For an official invitation to the Mayor, City Council and other City officials, contact

Sarah Kane

in the

City Manager's Office at

970-416-2447.

Create posters, flyers, banners, brochures, nametags, gift bags, news releases, etc.

Specific information includes:

Date Time

Location

Cost Activities

Who to call for more information

VENDORS / CONCESSIONAIRES

Determine what types are appropriate

Food / beverage

Merchandise and services

Community organizations

Children's activities

Arts - visual and performing

Hands-on activities

Beer / wine

Other

Recruit vendors

Arrange for equipment

Alert vendors of necessary permits and sales tax licenses

Determine financial methods on site

Survey vendors after event

Determine setup / tear-down procedures

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