Successful Event Committee Structure and Resources

Three Week Event Planning Check List

Three weeks out from your event is a good time to check to see how your planning is coming along. The following is a checklist to make sure your organizers are on track to planning a successful event.

Room/Equipment:
___Room set up arranged
___Equipment rented
___Rental payment to facility
___Kitchen rental payment to facility
___Prepared "special guests" list to facility

Publicity:
___Poster, fliers, table tents printed
___Payment to printing
___Information/Press release to University Marketing, Student Media, Student Involvement
___Barometer advertising arranged

Program:
___Personal Service Contracts signed and returned to Student Involvement
___Script for program developed
___Rehearsal time reserved and scheduled
___Sound and light staff scheduled and confirmed

Tickets:
___Printed
___Accounting sheets available
___Invitations mailed to guests
___Sales and distribution scheduled

Decorations:
___Materials purchased
___Preparations scheduled
___Set-up scheduled

Set-up/Clean-up:
___Committees established
___Times clearly stated

Back to Top

Day of the Event List
Of Things to Do

The day of the event is often chaotic. We have created a list of tasks to help you organize and keep track of your progress throughout the event day.

Early A.M.

Check in with facilities Supervisor/Manager

Discuss the day’s itinerary and all changes

Walk through the area together.

Note:
Set-up of room/facility
Is all rented equipment accounted for?
Are adequate trash cans available?
Is there equipment for decoration? (Ladder, tape)
Is there a coat rack?
Confirm schedule of door control and security
Discuss the events layout from beginning to end
Who will be supervising the clean up of the event?
Give and receive contact information

Meet with chairs of committees

Identify areas of concern

Map out the day

Remind people of duties and expectations

Clarify questions

Give and receive contact information

Mid Day
Event Coordinator should check with all committee chairs

Note progress

Check schedule

Solve problems

Check in with food committee to make sure they are on schedule and are not having any problems

One hour before Event

Pick up cash box for ticket sales

Set up ticket sales

Secure all entrances

Confirm arrival of entertainment

Set lighting and sound

Check in with committee chairs

Troubleshoot

End of the Event

Clear everyone except for the clean-up volunteers

Contact Building Supervisor for instruction on clean-up

Remove and store all tables and chairs

Remove all decorations

Empty trash and sweep floors

Count tickets received at entry

Count cash box, and deposit money

Reconcile ticket sales with dollars deposited

Return all rented equipment

Back to Top

Successful Event Committee Structure and Resources

Three Week Event Planning Check List

Day of the Event List Of Things to Do

Day of the Event List
Of Things to Do