Planning Checklists & Templates

Download advancement checklist as a word document

Strategy

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

Date, time, location of event

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

Size of event

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

Budget and Timeline

• Who will cover what portion of costs? Who approves?
• 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.)
• What deadlines must be established to ensure that event plans continue smoothly? How will anticipated travel and other conflicts impact those deadlines?

Guest List

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

Invitations / Hold the Date / RSVP

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

Catering / Food & Beverage

• Determine menu concept (light or heavy hors d’oeuvres? Meal served?)
• Any special themes relevant to the program?
• What items can the host provide and what items should the caterer bring including plates, utensils, glasses, trash containers, and appropriate tables?
• 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?
• 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

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

Décor & Signage

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

Sound / Music / AV

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

Parking/Directional Signage/Security

• Is there sufficient parking space on property or around home for self-parking?
• Is a valet required due to insufficient space or other physical challenges presented by the setting?
• Is there any signage needed in the area to denote event? At the house?
• Is any security needed during the event?

Program

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

Photography/Media/Publicity

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

Registration / Welcome / Staffing

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

Briefing Packet / Itinerary (2 weeks advance)

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

Follow – up Post Event

• Thank yous
• 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.
• Wrap Report: Successes, need to improve, final guest count, budget, etc.

Additional Event Elements

Download external affairs checklist as a word document

Event questions

• Date, Time of Event & Expected # of guests
• Venue– Size, Cost, Availability, UUF
• Budget?  Budget #,  Project Name,  Who pays?
• Format–  Speaker? Townhall, Roundtable?  If it’s a roundtable, who invites participants?  Who is the moderator and who manages the program? (Stage manager?)
• Speaker/Stage Needs—Lectern?  Mic?  W Banner Backdrop?  Chairs?  W Seal?  Water? Mics for audience questions? Riser? Stage?
• Audio/Video—In house, or hire out?
• US Flag?  WA State Flag?  UW Flag?
• Décor – Banners?  Table runners?  Media Backdrop?
• Reception—Food? Beverages? Budget? Alcohol permit? UUF?
• Entertainment? Music? Live or recorded?
• Directional Signage, A Frames, Posters, Easels & who designs?
• Staff needed? Greeters? Set up? Directional help in garage?
• Contingencies—Protesters?  Over capacity? AV snafu?  Extra batteries for wireless mics?

Invited speakers, guests, VIPs

• Who is hosting? Who is Main Contact?
• Who makes the guest list? Who sends out invitations?
• Partner colleges or departments? Who needs to be in on communications?
• Registration? Call in, or web? RSVPs—Who receives?
• Parking Needs. How many spots, who pays, who provides passes?
• Guest Registration Table- Guest List? Nametags needed? Press Packets?
• Who is the contact/host for invited guest (IE, handlers, assistants, etc)
• Reserved seats needed?
• VIP security: Senators, Congressmen, Gates, etc:  Schedule walk-thru prior to event with their aides
• Security: Notify UWPD; secure street entry if needed; check protocol on State leaders

PARF, speaking points, briefings

• Who does President PARF?  Briefing?  What is his role?
• Who writes the speaking points?
• Who are the speakers? Is there a moderator? Who’s writing the program?
• Who creates & manages the program?

Promotion

• Media Coverage? Budget for ads? Who manages?
• Posters, Ad Designed (2 week lead minimum)
• Sandwich boards around campus—order sandwich boards; get permits, UCAR
• Email announcement, UW Calendars, Daily, UW News

Is this a media/press event?

• Is this a media event? Multibox for TV and radio?  Risers? Extra lighting?
• Media Backdrop? Do you need a lectern? What will the look be on camera?
• Media placement in the room? Reserved section?
• Who’s the AV manager for the venue?
• Who’s the point person for the press? Do they need to check in?
• Does press have vans or vehicles? Parking passes?
• Who creates & manages the program?  Do you need a stage manager?
• Are there TV cameras and do they need risers?
• Who’s briefing the speakers and participants?
• Is a run-through necessary?
• Is anything else going on in the room that would be disruptive?

Other

• Supplies—Event Box, Tape, sharpies, nametags, pens, W Pins

Download site inspection checklist as a word document

Venues: An Overview

There are many places on campus in which you can hold a successful event. Apart from the usual suspects (Petersen Room, Walker Ames Room, The Burke Room, etc), think outside the box and consider the following ideas for spaces (this is especially effective when the program centers on the unit for whom you are planning the event):

Challenges for finding a suitable space for an event on campus:

• Venue size (hard to find spaces on campus for large events)
• Times venue is open for an event (eg Petersen Room closes early)
• So many events, too few spaces available (think outside the box, come up with our own venue)
• Many rooms are AV challenged- you have to bring in your own AV and/or operator. This can be costly to the event budget.

Examples of Unusual Event Spaces:

• A hallway amongst classrooms
• On a stage or in a performance space
• A loading dock
• A gallery
• The working lab/studio of a department
• The lobby of an auditorium
• A campus café
• A department’s patio or public area
• A greenhouse or campus garden
• Astro Observatory (adding a small tent adds great value to the event)
• Any campus place of historical significance

Any place that gives the guest an insider’s look into the department, unit or program can really make them feel extra special and inclusive.

If you can secure a space of an unusual nature, the extra cost for rentals and/or labor can really be worth it in the long run to your unit’s mission or to the UW as a whole. Naturally, all of these potential, unusual spaces require special permissions and are normally not available as event spaces. However, let your imagination wander and see what you can come up with as an option…

Site Inspections: Which questions to ask, what to look for

(Suggestion: Bring a campus banquet permit with you and have the Venue Coordinator sign it during the Site Inspection – saves time!)

• What type of UW forms need filling out to complete your space reservation? RUUF? Etc? Any other UW Policies and Procedures to address?
• What sort of lighting and power sources does the room have? Adjustable? Outlet locations?
• AV capabilities (mic/podium, sound, special effects etc)
• Heating/Cooling system (adjustable?)
• Do they have coatracks or should I order them?
• Access to event: Stairs, elevator (depends on target audience) Disability access?
• Restroom location
• Closest Parking area (do I need to order SpEv Park?)
• Preferred Caterer list? Outsiders?
• Does it have a kitchen/prep area for the caterer? Water access?
• How does the caterer access the space? Loading zone?
• How does the caterer dispose of garbage and recycling at event’s end?
• Do you need to show the caterer the space beforehand?
• Does the venue allow for both white and red wine?
• Historical placement of registration, bar, buffet, remarks- what has worked in the past that you should consider as a guideline as this event’s planner
• Who will be your contact for the night of the event?
• What sort of signage do they post for events?
• Does the venue allow flash photography?
• How much set up does the venue do? Strike? (helps determine # volunteers and timing of event)
• What type of decoration are we allowed to put up in the room? Does the venue have policies about tape/nails?
• How many tables and chairs do we have access to for the event?
• Do we need a key for outside doors? Do doors auto lock after hours?
• Determine a floor plan, equipment list, room policies with/for the caterer for the event (considering traffic flow, number of guests and room logistics)
• Venue Coordinator’s Time Schedule
• Contact from Caterer?
• Confirmation of event timing

Sample from University of Iowa

Download event to-do list and workplan example as a word doc

Check these items off your to-do list when planning your event.

Four to six months to a year ahead

• Determine the purpose, format and target audience for event
• Create an estimated budget and get approval if necessary
• Select the date, but before confirming it clear the date with calendars; U of I Events calendar, UIF, Office of student Affairs, College of Medicine calendar,  double-check for conflicts with other major functions
• Gather committee/event team (please include Event coordinator)
• Draw up preliminary guest list categories.  Begin collecting addresses for save-the-date mailing, if needed
• Select a name or theme
• Select and reserve a facility
• Develop a rain plan if the event is to be held outdoors
• Reserve a block of hotel rooms, if necessary
• Choose a caterer
• Select and order recognition items (award, honor, citation)
• Order favors, souvenirs, printed folders, and other give-away items
• Reserve rental equipment such as vans, buses, tables, chairs, tents, podiums, etc.
• Confirm program speakers
• Plan presentations
• Get all necessary administrative approvals
• Plan promotion and publicity of event to internal and external audiences

Two to three months ahead

• Write copy, design and get approval of printed invitations and all other printed materials
• Finalize and get approval of the guest list
• Contact Mail Services to coordinate the printed materials mailing (if large quantity mailing)
• Send save-the-date announcements to guests (3-5 months prior to the event)
• Contact program participants and
• Supply suggestions for their remarks
• Gather their biographical information
• Request a photo of each participant for publicity and programs
• Keep campus officials, deans, and administrative officers informed
• Meet or contact UI Parking to discuss parking/shuttle if needed
• Decide on music, book entertainers and talent
• Plan the decorations and color scheme
• Order prizes, novelties, foods, or other special needs
• Contact and/or meet with the florist
• Update security on your plans.  Advise Special Events and Protocol if dignitaries will be invited.
• Begin publicity
• Contact Creative Media Group and photographer or videographer if needed
• Begin creating a logistical outline to document all arrangements as they are decided on and confirmed.

Two months ahead

• Select menus and confirm contract with outside vendor or do a requisition when using IMU or UIHC
• Prepare mailing labels for invitation mailing
• Send out invitations 4 – 6 weeks prior to event (depending on event)
• Finalize decor and facility arrangements
• Make hotel and transportation arrangements for out-of-town dignitaries and guests
• Mail an itinerary to dignitaries
• Prepare, write and print the program
• Finalize the audiovisual presentations
• Order any ceremonial items needed
• Inspect the facility – make sure there are no safety hazards.
• Recruit volunteers to staff registration if needed, such as med student ambassadors and greeters, etc.

Two to four weeks ahead

• Meet with Event coordinator to go over logistics
• Record and acknowledge RSVPs as they are received
• Mail out confirmations tickets, parking permits, to attendees if necessary
• Ask Facilities for building requests: unlock rooms and floors for date and times.
• Run registration reports for Dean’s and UIF.
• Send detailed instructions to all staff and participants (including tickets, parking permits, and maps)
• Finalize details with caterer, rental company, and all vendors
• Write speeches and introductions, if necessary.
• Do a diagram of the room/building to be used as a seating chart or for set up

One week ahead

• Create a Management “day of” schedule outlining all deliveries, etc, and timing for the event
• Print out the guest list in alphabetical order
• Finish place cards, table cards, and/or name tags
• Create the seating chart, if needed.
• Plan a meeting or contact all staff, greeters, ambassadors and volunteers on their duties
• Gather all presentation items such as gifts, plaques, trophies.  Collect ceremonial items.
• Prepare the briefing packet and send along with the guest list to VIPs and Deans (with full names, titles, business and professional affiliations, and other specific interests), biographies, and the final schedule of events to administrative leadership or host
• Deliver prepared introductions, citations, and speeches to those who will read them
• Contact catering with RSVPs and guarantees
• Prepare event box with any supplies, such as tape, string, zip ties, staplers, clip boards, baskets, etc. you may need

The big day

• Arrive early
• Bring the logistical outline, production schedule, directions, phone numbers, food orders, seating charts, name tags, table assignments, guest lists, and the event supply box with you
• Check all facilities
• Set up event venue with tables, signs, awards, etc.
• Conduct sound, computer checks.
• Set up registration.  Be sure it is ready no later than 45 minutes prior to the start of your event.
• Relax and smile!!!!!!!!!

After the event

• Send thank you notes to staff, volunteers and vendors
• Finalize billing and prepare final budget, if necessary.
• Conduct event meeting to discuss success or ways to improve in the future
• Survey attendees, if appropriate.