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    Event Checklist Advancement

    Uploaded by

    Lennon Leopoldo
    The document provides a checklist of items to consider when planning an advancement event, including logistics like the date, location, budget, guest list, food and beverages, physical setup, parking, and program. It also includes details about invitations, RSVPs, decor, AV equipment, photography, staffing, briefing materials, and follow-up tasks like thank you notes. The comprehensive checklist is meant to ensure all necessary elements are addressed to make the event run smoothly and achieve strategic goals.

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    © All Rights Reserved
    Download as DOCX, PDF, TXT or read online from Scribd

    Event Checklist Advancement

    Uploaded by

    Lennon Leopoldo
    25 views3 pages
    The document provides a checklist of items to consider when planning an advancement event, including logistics like the date, location, budget, guest list, food and beverages, physical setup, parking, and program. It also includes details about invitations, RSVPs, decor, AV equipment, photography, staffing, briefing materials, and follow-up tasks like thank you notes. The comprehensive checklist is meant to ensure all necessary elements are addressed to make the event run smoothly and achieve strategic goals.

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    Event-Checklist-Advancement.docx

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    The document provides a checklist of items to consider when planning an advancement event, including logistics like the date, location, budget, guest list, food and beverages, physical setup, parking, and program. It also includes details about invitations, RSVPs, decor, AV equipment, photography, staffing, briefing materials, and follow-up tasks like thank you notes. The comprehensive checklist is meant to ensure all necessary elements are addressed to make the event run smoothly and achieve strategic goals.

    Copyright:

    © All Rights Reserved
    Download as DOCX, PDF, TXT or read online from Scribd
    Download as docx, pdf, or txt
    25 views3 pages

    Event Checklist Advancement

    Uploaded by

    Lennon Leopoldo
    The document provides a checklist of items to consider when planning an advancement event, including logistics like the date, location, budget, guest list, food and beverages, physical setup, parking, and program. It also includes details about invitations, RSVPs, decor, AV equipment, photography, staffing, briefing materials, and follow-up tasks like thank you notes. The comprehensive checklist is meant to ensure all necessary elements are addressed to make the event run smoothly and achieve strategic goals.

    Copyright:

    © All Rights Reserved
    Download as DOCX, PDF, TXT or read online from Scribd
    Download as docx, pdf, or txt
    of 3

    Event Checklist for Advancement Events

     Strategy
    o What is this event trying to accomplish?
    o Who are you trying to target?
    o How does it fit into the strategic plan for your region?
    o Is this event scalable? Could it become an event series/road show for several locations?

     Date, time, location of event


    o What is the date of the event? Suggested Location?
    o What time best suits an event of this nature?
    o How do local trends, traffic, travel habits, and workdays affect the timing of this event?

     Size of event
    o Ideal number for optimum guest experience and to achieve UW goals
    o Physical capacity of space, amount of available seating, comfort of hosts (when event
    held in private homes)
    o Budgetary limitations

     Budget and Timeline


    o Who will cover what portion of costs? Who approves?
    o Who will perform which logistical arrangements (i.e. catering, rentals, valet, etc. Note:
    Typically if the UW is paying full costs, the UW will make all catering arrangements.)
    o What deadlines must be established to ensure that event plans continue smoothly?
    How will anticipated travel and other conflicts impact those deadlines?

     Guest List
    o What criteria will be used to determine invitation list?
    o Who pulls data from Advance?
    o Is it an all-call, or a private donor event (involvement of Alumni group, or more
    strategic)

     Invitations / Hold the Date / RSVP


    o What is design concept in terms of shape, size, fold/no-fold, envelope/self-mailer, etc.
    o What visual elements, imagery, logos, or color schemes do you want to use?
    o When do we want the invitation to mail? What timeline does that deadline dictate for
    other decisions and actions?
    o Who is the contact for the RSVP?
    o Is there a web link / landing page
    o Are directions included?
    Event Checklist for Advancement Events

     Catering / Food & Beverage


    o Determine menu concept (light or heavy hors d’oeuvres? Meal served?)
    o Any special themes relevant to the program?
    o What items can the host provide and what items should the caterer bring including
    plates, utensils, glasses, trash containers, and appropriate tables?
    o Does host or venue have a preferred caterer? Is that caterer required or simply
    preferred? Are other suggestions available in order to get comparison proposals?
    o Can caterer provide beer and wine? If not, how will that be procured? Can host help
    with that process? Is a temporary alcohol permit necessary?

     Physical set-up
    o Where will reception be? Where will program be?
    o Indoor or outdoor? Or both?
    o If outdoor, is there a rain plan?
    o Is there enough seating for program and/or dinner?
    o Will all guests be able to hear in this set-up or is a small sound system required?
    o Podium, mike or presidential seal? Branding?
    o Where will catering be staged and served?
    o Is there room for check-in table near entrance?
    o Coat check needed? Where will it be?
    o Are there any physical challenges presented by the space or the layout (steep hills, sight
    lines for talk, etc.)?
    o Housekeeping or grounds keeping necessary? (Pressure wash? Blow leaves?)

     Décor & Signage


    o Will linens be required? Purple, Gold, Or simple white?
    o Is any special signage required for the space?
    o Any other needs for décor or special items like balloons or flags? UW décor?

     Sound / Music / AV
    o Is house/venue sound system adequate?
    o Is there ambient music? Who brings? Live music? Trio, piano, etc.
    o Any AV augmentation for show & tell or presentation?

     Parking/Directional Signage/Security
    o Is there sufficient parking space on property or around home for self-parking?
    o Is a valet required due to insufficient space or other physical challenges presented by
    the setting?
    o Is there any signage needed in the area to denote event? At the house?
    o Is any security needed during the event?
    Event Checklist for Advancement Events

     Program
    o Host or President’s role: welcome, introductions, wrap-up
    o Ideas about good speakers and topics for this event
    o Length and style of program
    o Suggested speaking points to Jayma if Presidential speaking is necessary
    o Is printed “Program” or “Menu” necessary?

     Photography/Media/Publicity
    o Photographer for the event if necessary?
    o Shot list, locations and time for anything formal or staged for publicity
    o Lighting, or other setup requirements. Walk-thru prior to event.
    o Local media or publicity?

     Registration / Welcome / Staffing


    o Table, linen, branding needed?
    o Who has guest list?
    o Nametags? Blanks for on site?
    o Any guest giveaways with arrival packet?
    o UW promo pieces available? Who brings?
    o How many staff needed for check in, welcome?

     Briefing Packet / Itinerary (2 weeks advance)


    o Who does briefing packet? Itinerary?
    o Notes on donors, strategic guests
    o Evening program outline, introductions necessary
    o Gift for the host

     Follow – up Post Event


    o Thank yous
    o Letters to strategic guests: send notes to Kathy Burke to help with personal notes from
    the President and things that happened during the event. Also cc her on briefing
    packet.
    o Wrap Report: Successes, need to improve, final guest count, budget, etc.

     Additional Event Elements

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