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Davis Center Event Planning Checklist Free PDF Format Download PDF
Davis Center Event Planning Checklist Free PDF Format Download PDF
Davis Center Event Planning Checklist Free PDF Format Download PDF
EventTitle:____________________________ SponsoringOrganization:_________________________________
EventDate:____________________________ PersonResponsible:______________________
Location:______________________________ Phone#:________________________________
AnticipatedAttendance___________________ Email:__________________________________
46Weeksbeforeeventbegins
Tasktobecompleted DueDate Assignedto DateCompleted
Submiteventproposal(includingbudgetandpublicityplan)togroupleadership/advisorsofgroupforapproval
ReserveyourfacilitythruR25(www.uvm.edu/wv3)andwaitforconfirmationafterreceiptproceedtonextitem
UsingR25,Reserveorobtainnecessaryequipmentfortheevent:
Submitrequestforphysicalplantandtelcomworkorders
SubmitPA/MicSystemneeds
SubmitTable/chairneeds
SubmitStagingneeds
SubmitDanceFloorneeds
SubmitComputer/VideoHookupneeds
SubmitSound/LightsbyOutsideContractorneeds
SubmitElectricianneeds
SubmitTransportationandParkingneeds
SubmitpreliminarySecurityneedsbasedonscopeofevent
RequestTechCrewequipmentneeds,ifneeded
Orderorpurchaseequipmentfromoffcampusvendors,ifneeded
ProcesscontractthrutheStudentLifeOffice(802/6562060)forwardridercopytoDCOperations(802/6561204)
Considerallspecialneedsclosecaption/interpretor/wheelchairaccess(questions?CalltheACCESSoffice:802/656
7753),andincludeappropriatelanguageinallmarketingmaterials
Arrangeforboxofficeticketsalesw/AthleticTicketOffce(6564410)
Arrangeforticketstobeprintedw/AthleticTicketOffice(6564410)
ArrangeforCateringw/DiningServices
Ifalcoholicbeverageisrequested,applyforaSpecialEventsCateringLicensefromtheDiningServicesCateringManager
(6562284)atleast6weeksinadvanceforapproval
Developcashmanagementplan
Beginpublicitycampaign:
WritepressreleaseforThisWeek@UVM(Broadcast.center@uvm.edu),Cynic(cynic@uvm.edu),WRUV(656
4399),uvm.edu/bored(bored@uvm.edu),SGApresident,andcampuslistservs
Arrange/contractforposters&flyerstobedesigned(needhelp?CalltheStudentLifeMarketingCoord.:6562060)
ReserveDCAtriumtableviaR25
Arrange/contractforposters&flyerstobeprinted(UndergroundPrint&Copy,1stfloorDavisCenter/6565886)
Reservetabletents,bannerspaceanddisplaycaseintheDavisCenterthruStudentLife(6562060)
CreateadspacefortheFlatScreensintheDC&acrosscampus(CalltheStudentLifeMarketingCoord.:6562060)
ReserveinfospotonUVMTv(closedcircuitmoviechannel):uvmtv@uvm.edu
WriteandscheduleWebAnnouncementblurbsendtolistservs
MakeHotelreservationsifnecessary
Verifyhoursofthebuildingforthedayoftheevent(CallDCOps6561204)
SHARED:stlife:Marketing:Kate:DC:DCEventChecklist2009.xls
3Weeksbeforeeventbegins
Tasktobecompleted DueDate AssignedTo DateCompleted
Meetw/DCOpsEventCoordinatortoreviewresource/equipmentneeds,setupandteardowntimes,loadingdock
access,custodialneeds,map/diagramsetup(schedulewithDCOps:6561204)
Arrangeforeventtovideorecorded(reviewcontractforpermission):callMediaResources6561947
Arrangeforeventtobephotographed(reviewcontractforpermission):UVMphoto:emailphoto@uvm.edu/6562965or
forastudentphotographeremailcynic@uvm.edu
Contactprofessorsandacademicofficesoncampusthatmighthaveaspecificinterestinthesubjectoftheevent.Ask
themtopublicizetheevent.
Sendapressrelease&photostoTheCynic(cynic@uvm.edu).Invitethemtoconductapreshowinterview.
ContactWRUVinvitethemtoconductapreshowinterview:call6564399
Ifeventisopentothepublic,arrangeDCOps(6561204)foranysecuritycoverage
Writeadayofshowschedule/submitcopytoDCOpsEventCoordinator
SubmitPaymentApprovalFormstopaytalentandothersw/executedcontracts
1Weekbeforeeventbegins
Tasktobecompleted DueDate Assignedto DateCompleted
Purchaseorobtaindonationsofpromotionalitemsforrafflesordoorprizes
Completearrangementsforeventevaluation(commentcards,survey,etc.)
Completeworkassignmentsforshowvolunteers
Distributepromotionalitemssupportingtheshow
ConnectwithDCOpsEventCoordinatortofinalizedetailsfinalizedayofshowscheduleandcontactlist
Retrievefinalinfofromperformersandanytechneeds
TablingintheDCAtrium(ifyoureservedatable)
1Daybeforeeventbegins
Tasktobecompleted DueDate Assignedto DateCompleted
ChalksidewalksaroundcampusreserveonR25(www.uvm.edu/wv3)
Dinnerpromoblitzuseorganizationvolunteerstotablehopinthedininghallspublicizingtheshow.
PickupleftoverticketsfromTicketOffice
Obtaincashfora"bank"atthedoor(ifadmissionischarged)
Pickupcheckforpaymentoftalentandothers
Finalizeallsetupandspaceneeds
DayoftheEvent/Show
Tasktobecompleted DueDate Assignedto DateCompleted
SHARED:stlife:Marketing:Kate:DC:DCEventChecklist2009.xls
EventPlannermustshowuptodirectsetup.Remember,thisisyourshowandyouareincharge!Beapointpersonfor
anylastminuteissues/mishaps.
Schedulethestudentorgworkcrewatleastanhourandahalfbeforethedoorsopenforanyfinalarrangements
Decoratethespaceifthisispartoftheprogramwatchthetape!
Makesureorganizationvolunteersknowtheirdutiesandwhentoshowup.
Immediatelyfollowingtheevent,makesureworkcrewcleansandresetsthefacility.
Getattendeestofilloutanevaluationform.
FollowingtheEvent/Show
Tasktobecompleted DueDate Assignedto DateCompleted
Eventplannercompleteslearninggoals,financialandattendancereports.
Reviewevaluationformsanddebriefwithstudentorg
Writethankyounotes
FilloutDCOperationsEvaluationForm
SHARED:stlife:Marketing:Kate:DC:DCEventChecklist2009.xls