Event Planning Checklist

This form should be used to help you consider all aspects of your group’s program needs.  It is for your use only, not an official form to schedule your event.

Program Name:__________________________________________________________

Program Date:___________________________________________________________

Program Time:___________________________________________________________

Desired Location:_________________________________________________________

SCHEDULING
            Are there any possible conflicts with other events scheduled on the same day?
            Have you checked the Events Calendar online at the Messiah website?
            Have you scheduled the event with enough time in advance?
            Have you requested space?                  □ YES              □ NO
                        Is the venue appropriate for the event?
                        Completed request form in Event Management Office?
Space reservation should be confirmed at least one month prior to event.
            Are there any specific requirements for a specially requested facility?
                        Facility arrangements / Room setup?
                        Contractual agreements?

EQUIPMENT?                      □ YES                          □ NO
            □ Staging / Risers                                                          □ Tables
            □ Sound Systems                                                          □ Chairs
            □ Lighting                                                                     □ Audio Visual
            □ Screens                                                                     □ Projection Units
            □ Easels                                                                       □ Podium        
            □ Divider Screens                                                         □ Microphones
                                                                                                            □ Standing       
                                                                                                            □ Cordless

FOOD?                                   □ YES                          □ NO
            Have you decided on a menu?
            Confirmed expenses with caterers?
            Will the food be served before, during or after the program?

SUPPORT SERVICES
            □ Dining Services                                                     □ Campus Events
            □ Safety                                                                       □ Fleet Services

PERFORMERS
            ____Performers                       ____Bands                               ____Speakers
            Have you contacted the performers to discuss their needs?
                        Transportation to Messiah College?
                        Time of arrival / departure?
                        Accommodations?
                        Food?
                        Payment methods?
                        Confirmed Honoraria?
            Have all necessary checks for performers been prepared for the day of the event?

FACILITIES
            Will additional setup and / or take down be needed?
            Will you need dressing rooms (or a green room)?

CONTRACTING                  □ YES                                      □ NO
            Has your advisor seen and signed the contracts?
            Have contracts been mailed / given to the appropriate people?
            Have you submitted a request for payment form?
            All contracting should be completed at least 2 weeks prior to the date of the event.

PRINTING COSTS
            Have you considered costs of printing programs / tickets / advertising?

TICKET SALES?                  □ YES                                      □ NO
            Where are tickets being sold?
            What is the targeted / expected attendance?
            When do tickets go on sale?
            Number of complimentary tickets?
            Number of student tickets?
                        Cost per ticket?
            Number of non-student tickets?
                        Cost per ticket?
            How have ticket sales been progressing (will expected attendance be met)?

PARKING CONSIDERATIONS
            For those involved in the event?
            For those attending the event?
            Have parking needs for performers (buses, vans) been discussed with Safety?

PUBLICITY
            What forms of advertising have you used?
                        □ Swinging Bridge
                        □ Information Channel
                        □ Bulletin Boards
                        □ WVMM
                        □ Flyers
            Have you advertised the event with sufficient time?       
Caution: Do not advertise the event until all of the above information has been confirmed.

REGISTER THE EVENT
Any outdoor event requires an Event Calendar Form be completed. Forms are available in the Student Union or in the Campus Events Office. Depending on the event, several signatures may be needed. This form should be picked up 6-8 weeks prior to the scheduled event. It should be completed and confirmed at least 4 weeks prior to the event.

REVIEW ALL ARRANGEMENTS TO DETERMINE IF DETAILS HAVE BEEN OVERLOOKED – 2 WEEKS BEFORE THE EVENT.