Event Planning Checklist
- This checklist is meant to be a tool to assist those who plan large scale events on campus. The goal is to ensure that all aspects of an event are covered and carried out successfully.
- Not all tasks listed are essential to implement a successful event. However, please consider each task listed and perform what is fitting for the program you are planning.
- Please consider planning events as far in advance as possible (6 weeks minimum). Events taking place at the beginning of the semester should be planned the semester prior.
- Factor in “down times” when the university experiences reduced staff: Summer vacations, holidays (i.e. Thanksgiving/Christmas/Hannukah), and winter break.
10-12 Weeks Prior
| TASK | COMMENTS | CONTACT INFO |
|---|---|---|
| Determine goals and purpose of the event | · Who is the target audience for the event? · What are the objectives or message to convey? · How will you gauge effectiveness? · What do you hope to accomplish? · How does this event complement the strategic plan? | |
| Select date/time | · Ensure hosts, VIPs and/or speakers' availability. Plan for possible dates/times · Determine if additional guests are to be invited (spouses, family, etc.) · Consult campus calendar for conflicts and consider religious calendars to be sure date is appropriate · Think of campus culture/workday schedule and find a day/time that makes sense | Check with the Calendar Office |
| Set budget | · Consider cost to the institution (honorarium, hotel and travel costs, food, extra expenses like books, etc.) · Research potential funding sources (co-sponsor and cost share with other departments) | |
| Select and reserve venue | · Are A/V or Zoom capabilities needed? · Is parking needed? · Maximum capacities for size of event · Are there other events being held nearby? Potential sound conflicts? · Accessibility · Is the building open at the time the event is being held? · Loading dock or delivery capabilities needed? · Security issues – is public safety needed? · Consider inclement weather alternatives – who makes the call? | · SAMI support portal https://sami.fdu.edu/tas/public/ssp/ · Florham Public Safety #8888 · Metro Public Safety #2222 · Vancouver: Sonali Hoheisel (hoheisel@fdu.edu) or Nico Galeano (nicolasg@fdu.edu) |
| Guest list | · Consider target audience and key messages when developing guest list · Is there a standard guest list already generated for a past event? · Are there specific faculty/classes that should be invited | |
| Consider special permits, licenses, insurance, etc. | · Is there a need for public performance license/permission? · Contact the library for copyright or license questions · Contact Risk Management for special permits or insurance | · Library contact for copyright and license questions – Leanne Minkoff: l.minkoff@fdu.edu · Risk Management contact – Gail Lemaire #7083 |
| Consider need for potential vendors | · Always use FDU caterers or vendors · If not possible, consider cost and who covers the expense | · Vancouver contact: HAVE Culinary Training Society: Melissa Wight (office@have-cafe.ca) · Rose & Swan – Florham https://fdu-florham.catertrax.com/ · Rose & Swan – Metro https://fdu-metropolitan.catertrax.com/ |
| Determine meeting schedule for those involved in planning | · Create reoccurring calendar appointments · Delegate tasks to those working on the event · Create an appropriate check list of tasks based on this checklist | |
| Develop production/design schedule | · Brainstorm a program, flyer, website and social media posts, signage, etc. · Ensure all promotional materials are accessible (proper color contrasts, accessibility statement, etc.) · Set deadlines for materials to be printed in order to receive materials on time | |
| Develop communication plan | · What is the event’s main message? · What media best reaches the target audience? · Determine channels to advertise (email blasts, radio promo, outreach to local entities) · Ask Public Relations for assistance with marketing | Public relations contacts: · For university news and media relations: Dina Schipper schipper@fdu.edu · For media relations and newsletter: Scott Giglio: giglio@fdu.edu · For feature articles: Kenna Caprio: kcaprio@fdu.edu · For social media: Sydnie Fatt sydniefatt@fdu.edu · For adding to the FDU Trumba calendar: Mary Ann Bautista bautista@fdu.edu · Vancouver: Lester DeGuzman (l.deguzman@fdu.edu) |
| Will the event stream live or be recorded? | · Contact IT to research options · Who will caption the live stream? · Where will the video be archived afterward? | · SAMI support portal https://sami.fdu.edu/tas/public/ssp/ |
| Is a photographer or videographer needed? | · Contact Public Relations for photographer/videographer | |
| Save the date? | · Send save the date email? | |
| Begin researching travel arrangements and hotel if needed | · Depending on who is covering the cost, reach out to the admin person for that department to make travel arrangements |
6-8 Weeks Prior
| TASK | COMMENTS | CONTACT INFO |
|---|---|---|
| Reserve travel/hotel accommodations for speaker/VIP | · Is a hotel block needed? · Do VIP/speakers have accommodation requests, ADA, or dietary restrictions? | |
| Secure A/V needs | · Lighting, microphones, sound system, video · Projector/screen · Ensure IT staff will be on site for event | · SAMI support portal https://sami.fdu.edu/tas/public/ssp/ |
| Select & book caterer | · Any dietary restrictions to consider? Vegan, gluten free, or other allergies? · Linens for tables/chairs · Water for podium · Will alcohol be served? · Set menu · Extra trash/recycling receptacles? | · Vancouver contact: HAVE Culinary Training Society: Melissa Wight (office@have-cafe.ca) · Rose & Swan – Florham https://fdu-florham.catertrax.com/ · Rose & Swan – Metro https://fdu-metropolitan.catertrax.com/ |
| Need background music? | · Secure musicians or appropriate sound | |
| Promotional items | · Design flyers, invitations, tickets, pamphlets, etc. · Write press release and prepare calendar listing · Order giveaways · Request Library exhibit to go along with the event? Reach out to the library · Reach out to the bookstore if ordering copies of books | · Florham Library (973) 443-8515 · Metro Library (201) 692-2279 · Florham Bookstore (973) 514-1644 · Metro Bookstore (201) 692-2093 |
| Request speaker/VIP bios | · Request brief bio and photo (high resolution) | |
| Send save the date and registration information | · Create Zoom room if needed · Explore a way to have guests register for event | |
| Venue prep | · Order plants, flowers, balloons, decorations, etc. for venue/stage · Need podium and FDU seal/flags/banners? · Need special chairs/tables? · Need Easels, markers, paper, etc? · Need coat racks, fans or heat lamps? | |
| Inform Public Safety if large event | · Need fire marshal approval? · Need ushers, crowd management, etc? Send request for volunteers (student ambassadors?) | |
| Need additional speakers? | · Arrange for Emcees, presenters? · Someone to introduce President or other VIP? | |
| Submit event in CEPAC website | · Inform chair of CEPAC and request assistance with promotion (add to website list of events?) |
2-4 Weeks Prior
| TASK | COMMENTS | CONTACT INFO |
|---|---|---|
| Review printed materials and release press announcements | · Ask several people to review flyers & promotional material · Reach out to Public Relations for press release | · Public relations contacts: · For university news and media relations: Dina Schipper schipper@fdu.edu |
| Ensure permits, license and insurance is secured | · Follow up with Risk Management | |
| Arrange for transportation | · Buses, shuttles, etc for campus visits · Determine parking for visitors · Include campus maps/directions in communication | |
| Schedule A/V and IT run through | · Follow up with the open SAMI ticket to schedule run through | |
| Finalize transportation and welcome packets for speaker/VIP | · Make sure transportation is confirmed · Create welcome packets/materials for speakers/VIPs | |
| Make parking and directional signage if needed | · In house directional signage – check in with Public Safety | |
| Create script for introductions/presenters | · Seek input if needed from others regarding introduction remarks · Make sure President/Provost/Dean/moderator has enough information about the event to be able to give remarks/moderate · Ensure text isn’t redundant · Include phonetic spellings for names difficult to pronounce | |
| Schedule volunteer training | · Student ambassadors, ushers, volunteers should know their roles | |
| Consider how to assess/collect feedback for the event | · Survey? Feedback form? |
1 Week Prior
| TASK | COMMENTS | CONTACT INFO |
|---|---|---|
| Send final RSVP number to caterer | ||
| Send reminder email to all participants and external vendors | · Include final details, timeline, talking points, map, directions, parking pass, etc. | |
| Finalize seating plan, room diagram/setup | · Place cards · Name tags | |
| Make a list of materials to take to the venue | · Pens, paper, markers, whiteboards, tape, scissors, laptops, cords, gift bags, etc | |
| Prepare assessment/feedback tool | · Create survey or assessment tool · Print or communicate how to access this tool | |
| Make sure the event doesn’t need to be cancelled | · Are there any reasons why the event can’t be held? (weather emergency, health, conflicts) · Prepare contingency plan (below) and follow steps as early as possible |
1-2 Days Prior
| TASK | COMMENTS | CONTACT INFO |
|---|---|---|
| Floral arrangements | · Purchase and store in cold place | |
| Create final “to do” list or backup plans if something goes wrong | · Include contact information for key personnel to help troubleshoot | |
| Re-confirm with caterer, facilities room set up, IT support | ||
| Decorate/walk through room set up | ||
| Test web streaming | ||
| Contingency plan if event needs to be cancelled. | · Notify presenter/VIPs and reschedule for new date if possible · Send email to the university community announcing cancellation (including Vancouver!) · If applicable, email zoom registrants informing them of the cancelled event · If applicable, update information on website · If necessary, cancel the food order · Cancel facilities set up · Cancel SAMI Ticket · Update flyer and distribute |
Day of Event
| TASK | COMMENTS | CONTACT INFO |
|---|---|---|
| Arrive early for final walk through | ||
| Oversee vendor set up | ||
| Ensure all seats are labeled correctly | ||
| Ensure podium main table is ready | · Water, notes/scripts | |
| Ensure IT support is on hand | · Extra microphones in case one malfunctions · Extra laptop |
After the Event
| TASK | COMMENTS | CONTACT INFO |
|---|---|---|
| Send thank you notes | · Include pictures of the event | |
| Process invoices | ||
| Debrief with key staff | ||
| Pack up all materials | ||
| Book next year’s event (if recurring) | · Submit form for CEPAC | |
| Enter assessment data | · Enter feedback and share with appropriate staff | |
| Add the event (when appropriate) on the faculty/staff page of FDU What’s New | ||
| Return the venue to the original set up | · Contact Facilities to make sure rooms are back to original set up | |
| Share recording (if applicable) and upload file to content management site |