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Download the Event Planning Checklist that has been created specifically to make planning any event easy. Use organizer to address all aspects of planning an event, from brainstorming to creating a budget and much more.

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How To Write

Step 1 – Section 1 – Naming and Tentatively Scheduling an Event:

  • Name of Event (enter the title of the event onto the line)
  • Date (of event)
  • Time (of event)
  • Location
  • Event Purpose

Step 2 – Section 2 – Advertising –

  • Decide, name and enter the name of the person who will be the officer in charge of advertising
  • Check the boxes of the forms of advertising that will be considered

Step 3 – Section 3 – Brainstorming

  • Check the boxes as they have been addressed
  • Will the event work?
  • How many people do you need to make the event happen?
  • Does the event serve a need previously not met on campus?
  • Do we have the resources to make it happen?

Step 4 – Section 4 – Budgeting –

  • Utilize the budgeting sheet that is included in these documents attached

Step 5 – Section 5 – Shopping –

  • This is a basic list of supplies any event generally requires. If more supplies are required, place them into your budget and on the “other” lines
  • Silverware
  • Plates
  • Napkins
  • Cups
  • Decorations
  • Cash box
  • Items that are performer specific/requests from your performer(s)
  • Other

Step 6 – Section 5 – Scheduling Your Event

  • Officer in Charge – Decide your officer in charge and enter their name
  • Speak with the appropriate room reservation office and decide the following:
  • What size room will you require?
  • What sort of tech needs do you have
  • What can you afford according to your budget?
  • Tentatively book more than one date
  • Contact your performer or vendor (if this applies to your event)
  • Contact the reservation office to confirm your date once it’s decided
  • Schedule a time to meet and confirm tech needs and set up of the room
  • Schedule all arrangements for your performer to include all transportation
  • Schedule hotel arrangements and make dinner arrangements/reservations for your performer

Step 7 – Section 7 – Permits – If this is for a school, college or university – see your Student Group Handbook to determine if permits are needed)

  • Officer in charge – Decide who will handle permits for your event and enter their name: If this isn’t an education facility the following permits may be required:
  • Food
  • Outdoor Space
  • Alcohol Permit
  • Sound Permit
  • Sanitation
  • Sales/Fundraising
  • Security
  • Film License
  • Other

Step 8 – Section 8 – Grants and Fundraising

  • Decide your officer in charge of Grants and Fundraising, then enter their name
  • If you’re applying for grants, did you get your applications in by the deadline?
  • Have you schedule a grant committee meeting?
  • What measures will you be taking to ensure that you will have the ability to pay your performers in advance?

Step 9 – Section 9 – One Week Prior

  • Name your officer in charge and enter their name on the line
  • Contact all reservations to be certain that the details are absolutely secured
  • Call SAO to be certain all permits are in place, signed and prepared to retrieve
  • Make contact with the performer(s) to be sure travel arrangements are secured
  • Assign all shifts for group volunteers for set up and removal
  • Create and purchase or print any programs and/or fliers for the event

Step 10 – Section 10 – Day of Event –

  • Name of your officer in charge of the “day of” tasks
  • Pick up your Performer(s) and/or Vendor(s) and get them to your appropriate location
  • If your Performer(s) have requests either compile a list in the dressing room area if possible
  • Meet your vendors at the event site and assist with set up if needed
  • Greet guests at the door or place a greeter at any entrance available for guests
  • Once the event has been completed begin clean up – check again with regard to your reserved location and any clean up policies

Step 11 – Section 11 – After the Event

The Officer in Charge should attend to the thank you notes for all who were involved

  • Meet with the others involved in the event to do the “post event evaluation” sheet attached
  • It’s most important to be certain that all bill and grant paperwork is completed on time.

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