[PDF] EVENT PLANNING CHECKLIST 14 WEEKS OUT

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EVENT PLANNING CHECKLIST 1

EVENT PLANNING CHECKLIST

NAME OF EVENT:

EVENT CONTACT

NAME:

MOBILE: EMAIL:

EVENT DATE(S):

DATE(S): DAY(S):

TIME(S):

PRE-PLANNING MEETING

Establish your event goals and objectives:

Who is your target audience? How many attendees are you hoping to get? Establishing it upfront will make it easier to gauge the success of your event.

Select the date and book the event location:

Make sure it doesn't conflict with any other campus events or major holidays. Cross check the academic calendar. Submit an event request through 25live or Campus Concierge to have an event approved and space reserved. Do not promote event before receiving event and space approval. Accessibility requirements (i.e. wheelchair access, accessible shuttles, elevators, etc.)

Develop an event master plan:

Thinking through all event details

Create an event budget:

Some costs you might need to consider are:

o Food and beverages o Décor o Equipment rentals (i.e. additional tables, chairs, linens, etc.) o Speaker fees o Graphics o Giveaways o Insurance and special permits (Liability insurance is required for any third-

EVENT PLANNING CHECKLIST 2

party clients, vendors, contractors, alcohol, etc. If you are unsure, please contact the University Events office.) o Security o A/V o Parking, shuttle service

Brand your event:

Develop event graphics and tagline

Utilize the HPU Office of Communications branding guidelines to help you stay on brand https://www.highpoint.edu/ooc/branding/ Recruit an event committee (typically only applicable for large-scale events) Create a list of prospective sponsors and community partners

14 WEEKS OUT | DATE:

details, social media, graphics, etc.) Initiate a conversation with Security and Transportation to create a plan: Include full event details including expected headcount

Reserve shuttles and buses through TRIPS online

Identify and confirm speakers/presenters/entertainers Start discussing catering and décor with Extraordinaire Catering Create event invitation/mailing/email list and VIP list

12 WEEKS OUT | DATE:

Determine printed and/or digital materials:

Save-the-Date and Invitation mailers or evites

Programs/menus

Posters/promotional flyers/banners/directional signage

Nametags/table tents

Print/mail/email save-the date

Create your promotional plan (i.e. newsletter articles, ads, social media, media releases, etc. Receive approval for promotional materials through OOC and Campus Concierge Begin contacting entertainment/performers/speakers

Send contract to Gene Bunting to review

EVENT PLANNING CHECKLIST 3

Financial/Administration:

Determine registration fees

Set up and enable online registration

Finalize sponsor levels and benefits

Identify items to be underwritten

Create an income and expense report

10 WEEKS OUT | DATE:

Book AV services through the IT HelpDesk (audio/visual/group WiFi)

Alert Campus Enhancement about the following:

Schedule housekeeping

Confirm no major projects/renovations are happening the day of your event

Book photographer/videographer through OOC

Create online engagement opportunities such as using hashtags on social media, live polls and Q&A, photo contest, ice breakers, etc.

8 WEEKS OUT | DATE:

Update event collateral:

Event website (if using) to include schedule, speakers, special guests, etc.

Place orders or requests:

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