Appendix E. Suggested Event Checklist

Getting Organized

  1. Start by establishing goals and objectives. Ask yourself these questions:
    1. What is the purpose? (Social, fundraising, educational, fun, recruitment)
    2. Who will be interested in attending? (Students, special groups, community).
    3. How will we construct the event to accomplish our original purpose?
    4. How many people are you expecting?
    5. What’s your budget? Will you be able to cover all expenses?
  2. Decide on a few possible dates.
    1. Day/Evening? Weekday/Weekend?
      1. Will you need to request a quote for security?
  3. Decide where the event will take place and have a backup plan if outdoors
    1. Reserve the space you want in 25Live
      1. Have a backup space reserved if our plan is to hold it outside 
      2. Include the layout you would like for the event 
      3. Determine what resources you need (tables, chairs, A/v, etc.)
  4. Decide what food, supplies, or decorations you need to have for a successful event
  5. Determine roles and responsibilities amongst the club for the following:
    1. Marketing
    2. Managing event sign-in
    3. Responsibilities for setup & take-down
    4. Completing event and purchase requests to Student Engagement

NOTE: If you are hiring a performer/lecturer for your event DO NOT sign any contracts until event approval and funding are secured. Performer contracts are binding and can leave the signer responsible for paying the check if the club does not obtain funds/locations for the event.  

Preparation Prior to the Event

  1. Ensure you have enough club members/volunteers; keep in mind positions like greeters any other positions your club may deem necessary.
  2. Arrange for student decorating and clean-up crews to make sure that you leave the facility the way you found it. You don’t want to be the only person left after the event to take care of this. If you use campus facilities for your activity, charges could be imposed for failure to clean-up after the event.
  3. Arrange to meet performers or guests at least 15-30 minutes before the event. Take into consideration any confusion that may occur with parking, or the possibility of them getting lost. Send parking permits and maps if necessary.
  4. Arrange for someone to lead introductions of the club leadership. If you are hosting speakers or performer, introduce them to the audience. In some cases, you may want the speaker or performer to send you their biography so that an introduction can be prepared in advance.
  5. Establish an agenda or program for the event as club.

Day of the Event

  1. Be sure the event starts on time and ends on time. 
  2. If problems arise, seek help from your advisor. Also, on campus security are experienced in dealing with a variety of situations.
  3. All facilities much be left as clean as you found them.

After the Event

  1. Submit Activity Report Form to OSE Office. Note: This is how we log activity and determine the level of your organization. If this form isn’t received, the event will not count towards your organization’s activities for the year.
  2. Evaluate your program! This can be done in a group discussion or through individual reflection; document pros/cons to refer to for following events. Consider:
    1. Did the program start and end on time? If not, why?
    2. How many persons attended?
    3. Who helped out?
    4. Comments & reactions – positive and negative
    5. Recommendations for next time
  3. Send Thank You letters to performers, committee members, and others who helped to make the event happen.