UBC EVENT PLANNING CHECKLIST

Size: px

Start display at page:

Download "UBC EVENT PLANNING CHECKLIST"

Clarence Douglas
5 years ago
Views:

1 UBC EVENT PLANNING CHECKLIST CONTACTS Event coordinator: Host: Originator/department: BASIC PLANNING ELEMENTS Name of Event: Event Date and Time: Theme week?name of week: Location/Venue: Budget Amount: Drafted? Speed chart: Accounts (#, for what?): Budget contact: Other events this day? Purpose of event: Type of event: Event Meeting Workshop Conference Target audience: Number of guests anticipated: Invitee Authorization Form required? Prepared? PLANNING TEAM AND VOLUNTEERS Planning committee members: Required # of volunteers: Volunteer coordinator: Review checklists, assign responsibilities and timelines: VENUE Venue selected (yes, no, name, date confirmed): Set up and tear down time required: Time venue booked for: Campus Security Form (required? submitted?)

2 Tenting required (yes, no, provider): Rain/poor weather contingency plans made (yes, no, what): REGISTRATION, INVITATIONS, GUEST LIST Registration set-up?early bird/deadlines? Invitations/save the date needed? Print or invitations? Guest List provided by? By when? Individual invite or with guest? Parking pass or map needed? RSVP s and contact: MARKETING/COMMUNICATIONS Communications webform(yes, no, date submitted): Client marketing plan created? Invitation/save the date drafted/designed? Invitation/save the date sent? Date: Delegates Students Staff Faculty Material for website (yes, no, date submitted): Info page Registration form Schedule/map Internal communications(yes, no, date submitted): Exchange TVs Electronic sign Events page Campus online calendars External/off campus communications (yes, no, date submitted): Press release Castanet events page posting (yes, no, date completed): Blog/hootesuite/FB (yes, no, date completed): Poster distribution (yes, no, date distributed): Event signage (yes, no, where, who): UBCO.tv invitation (yes, no, date sent):

3 Photography required at event (yes, no, photographer): MARKETING DELIVERABLES Poster (yes, no, date due): Web icon(yes, no, date due): Logo/emblem(yes, no, date due):.eps file (yes, no, date due): Invites (yes, no, date due): Program (yes, no, date due): PRINTED PROGRAMS/HANDOUTS/GIVEAWAYS/AWARDS Printed program (yes, no): Printed program (content provided by? When?): Printed program (design, printing, delivery): Other handouts: Giveaways (yes, no, what): Giveaways (staff responsible, source, budget, delivery): Awards (yes, no, what): Awards (staff responsible, source, budget, delivery): EVENT PROGRAM/SPEECHES Event script created? Shared? Is there a speaking program? Speakers/roles (Drafted? Confirmed?): Emcee: Keynote Speaker: Event Outline: Drafted? Approved? Circulated? Background info/speaking notes for emcee and speakers: FOOD & BEVERAGE Refreshments required (yes, no): Catering provider (Aramark, other): Type of food/beverage Breakfast Lunch Dinner Reception

4 BBQ Coffee service Light refreshments Liquor Special Event forms needed (if not Aramark)? Submitted to Security Submitted to liquor control board Serve it Right designated person Date due for finalized RSVPs/#s/nutritional needs: Menu and multiple quotes (requested, received): Rentals required (tables, chairs, china, glassware, linens): Rentals provider: GENERAL SET-UP Work Request completed (date submitted, file #): Attached event outline? Attached map/diagram/set-up notes? Podium? Event lay out (stage, tables, chairs, linens, other): Seating plan required (yes, no, staff involved): Rentals needed? Provider? (tents, cocktail tables, linens, other): Extra landscaping/recycling/garbage bins needed: Welcome/reception table? Name tags (yes, no): PA system needed? Extra AV needed (TV, laptop, projector, screens, lighting, web cast, other): Pick up location/details: Power source: Party pack required: Music (yes, no, live, DJ, ipod, special play list): Décor (flowers, other, source): Security arrangements: Extra First aid (yes, no, who): Parking arrangements: Transportation arrangements: Other requirements: NOTES FOR WORK ORDERS (IT AND FACILITIES)

5 SUPPLY RUN Shopping list created: Time/date determined: Locations: Receipts collected and tracked: PRE-EVENT ADMINISTRATION Guest lists printed: Nametags printed and prepared: Extra nametags: Back up prepared: Event supplies prepared: Signage prepared: Contracts printed: Phone numbers of external suppliers noted: Cheque/payment for presenters: Assessment method chosen: Survey (In person? Online?) Focus group Debrief meeting Other None Target group: Volunteers Staff Partners Attendees Other Assessment materials prepared: POST-EVENT ADMINISTRATION Photos received and distributed as necessary: Assessment results compiled and reviewed: Assessment results forwarded (to whom?): Debrief meetings as required: Debrief notes prepared: Invoices received and sent to appropriate departments: Remove posters and signage:

6 Remove from website: Final budget completed: Event file finalized: FINANCIAL PCard reconciled with correct speed charts (yes, no, date completed): AMEX reconciled with correct speed charts (yes, no, date completed): JVs (Completed? JV number? Date sent?): Qreqs (Completed? Q number? Date submitted?): Tracked in spending spreadsheets (yes, no, date completed): Any follow up required?

RFQ. CONTACT Jackie Challis, Director phone: fax:

RFQ. CONTACT Jackie Challis, Director phone: fax: RFQ Exhibitor PHOTOGRAPHY Package SERVICES The Town of Inuvik is currently seeking a provider of photography services for the upcoming Inuvik Arctic Energy and Emerging Technologies (AEET) Conference &