Checklist & Frequently Asked Questions

Event Planning Questionnaire

• What is the goal of the event?
• Who is the audience?
• How many people are you inviting?
• How many do you expect to attend?
• How will your audience benefit from attending the event?
• What promotional vehicles (invitation, flyers, e-mail, etc.) work best to inform your audience about the event?
• What kinds of resources will you need (audio-visual, microphones, etc)?
• Will you serve food/refreshments?
• What messages will you use to promote the event?
• Do the messages support the organization's key themes and messages?
• How will you know if the event succeeded in meeting the goal?
• Do you plan to have an evaluation form?

Event Planning Checklist (What to do before the event)

• Complete all components of the Event Planning Questionnaire.
• Determine program, activities, agenda.
• Invite guest speakers, presenters.
• Arrange for facilities (based on estimated numbers and set-up needs).
• Compile mailing list.
• Write, produce promotional materials (invitations, posters/flyers, brochures, etc.)
• Determine distribution of promotional materials (1st class vs. bulk vs. campus mail).
• Arrange for mailing services (collating/inserting, labeling, sorting, etc.)—make sure to provide advance notice so that you meet your deadlines.
• Arrange for food/refreshment needs—be sure to address special needs of guests (to accommodate allergies, diabetes, vegetarian diets, etc.).
• Arrange for other logistics—custodial before and after the event, waste management, audio-visual, flowers/plants, giveaway items, banners/podiums, parking arrangements.
• Prepare day-of-event materials—write and produce the program, nametags, and program evaluation.
• Send guests a confirmation letter detailing the specifics—date, time, location, parking, etc.; include event tickets and/or registration materials.

What to do at the event

• Set up registration and/or welcoming area.
• Make sure tables are set, seating assignments made, place cards and/or nametags put out.
• Make sure all signage is up, equipment is working.
• Monitor food service.
• Make sure all speakers/presenters are present, aware of agenda.
• Monitor program; make sure timeline is met.

What to do after the event

• Make sure foodservice is cleared.
• Pack up and return all materials (banners, equipment, leftover print materials, etc.).
• Send thank-you notes to those who provided special services and to those who attended.
• Debrief appropriate staff members on the event.
• Make sure attendees are coded on the database
• Prepare any post-event publicity—photos/copy for newsletters/newspaper