0% found this document useful (0 votes)
303 views4 pages

Event Planning Checklist

The document is an event planning checklist for Carnegie Mellon University. It outlines the key tasks that need to be completed to plan an event, organized into sections like basics, venue, food/drinks, decorations, advertisements, printing, speakers/performers, disability access, and miscellaneous. The checklist includes tasks such as reserving rooms and equipment, ordering catering, creating advertisements and promotional materials, arranging for speakers, and addressing accessibility needs. It provides a comprehensive list of all the elements that must be addressed to successfully organize an event.

Uploaded by

Amr Shaheen
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
0% found this document useful (0 votes)
303 views4 pages

Event Planning Checklist

The document is an event planning checklist for Carnegie Mellon University. It outlines the key tasks that need to be completed to plan an event, organized into sections like basics, venue, food/drinks, decorations, advertisements, printing, speakers/performers, disability access, and miscellaneous. The checklist includes tasks such as reserving rooms and equipment, ordering catering, creating advertisements and promotional materials, arranging for speakers, and addressing accessibility needs. It provides a comprehensive list of all the elements that must be addressed to successfully organize an event.

Uploaded by

Amr Shaheen
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
You are on page 1/ 4

Carnegie Mellon University Event Planning Checklist

Event Title:_______________________________________ Sponsoring Organization(s): _________________________


Event Date:_______________________________________ Person in Charge: _________________________________
Location:_________________________________________ Phone #: ________________________________________
Anticipated Attendance: ___________________________ Email: __________________________________________

Task to Be Completed Due Date Assigned To Date Completed


Event date
Event times
Basics

Rain plans
Budget
Guest list

Room reservation
Rain location reservation
Space layout
Equipment Rental
Tables
Chairs
Stage
Venue

Podium
Sign stands
Stanchions
Pipe & drape
Coat rack/room
Trash cans
Recylcing/compost bins
Tents
Portable Toilets

Order A/V equipment


Multimedia

Speakers
Microphones
Lights
Projector/Screen
MM Continued DVD player/CD Player/iPod Cables/Laptop
Band equipment
Hire Photographer
Hire Videographer

Catering/food
Refreshments
Food/Drinks

Utensils/paper products
Servingware
Food tables/tableclothes
CUC food registration form
Social event registration for events with acohol

Purchase Decorations
Balloons
Tableclothes
Decorations

Centerpieces
Banners
Other:
Make decorations map/layout
Seek volunteers for setting up decorations

Bridge Event
Flyers
Doherty poster
Doherty banner
Stake signs
Advertisements

Stake sign application


Chalking
The Tartan Ad
WRCT Ad
[email protected]
8.5x11 News
CMU online event calendar/news feed
Table Tents
Social Media (Facebook, Twitter, etc.)
Email listservs
Advertisements Cont Word of mouth campaign
Event website
Invitations
Tabling in the CUC
Save the date announcements
Advertising timeline

Advertisements
Invitations
Programs
Printing

Promotional give-aways
Tickets
Directional signage
Nametags
Placecards

Contract
Supplier forms
Lodging
Speaker/Performer

Transportation
Parking
Campus escort
Green room reservation
Hospitality
Payment/Reimbursement
Thank you card/gift/honorarium
Script for introduction

Accessible location
Disability Access

Special transportation
Wheelchair access
Special seating section
Sign language interpreter
Video subtitles
Accommodation statement on advertisements
Book security/EMS
Schedule volunteers
Confirm times with all vendors two days before event
Miscellaneous

Evaluate event
Review/update finalized budget
Issue payment to vendors or reimburse members
Send thank you cards
Reserve cash box
Obtain special permits or licenses

You might also like