​TRANSFER TECHSANS ​EVENT PLANNING FORM 

 
Event Planning​ ​Details: 
 
Event Name:​ __________________________________________________________________________________________ 

Event Date​: ______________________ Start Time:​ _____________________ End Time: ​___________________ 

Event Location​: _______________________________________________________________________________________ 

Total Cost of Event: ​ $ ___________________________  

Has this event been confirmed with the hosting facility/organization?   

YES: ​(Date)​ ___________________  NO NOT NEEDED   

Name & Phone Number of Contact Person at hosting facility/organization: 

_____________________________________________________________________________________________________ 

Event Description ​(​At least 2 - 3 sentences. This will go on TechConnect & is how the event will be “sold” to students. Include an exciting 
Call to Action & do not repeat the same information listed above. Include any items members may need to bring to the event, like laptops or 
folding chairs for tailgates. If transportation is being provided, include meet-up location & time​)​: 
 
______________________________________________________________________________________________________

______________________________________________________________________________________________________

______________________________________________________________________________________________________

______________________________________________________________________________________________________

_________________________________________________________________________________________________ 

Detailed breakdown of Event Costs​ (​include a​ ll​ event costs, including supplies, tickets, food, OR attach a detailed list to this form​)​:   
_____________________________________________________________________________________________________ 

______________________________________________________________________________________________________

______________________________________________________________________________________________________

______________________________________________________________________________________________________

__________________________________________________________________________________________________ 

Other information that we need to know: __________________________________________________________________ 

______________________________________________________________________________________________________

____________________________________________________________________________________________________  
 
 ​TRANSFER TECHSANS ​EVENT PLANNING FORM 
Event Planning ​Follow-Up​:
When preparing for an event it is important to think about all the possibilities and problems that may happen. Take a minute 
and walk yourself through the event as if you were attending and as the host. Think about some events you have attended in 
the past -- what did you like? What did you not like? What did you notice that made it successful? What needed improvement? 
Answering these questions will help you plan your event.  
 
Below is a list of questions you will need to discuss and answer within your group. The same person does not need to be doing 
the same job each time. For these events to run smoothly it is your job to be thinking about them in advance and make sure you 
have everything planned.  
 
The contact person will contact the venue to exchange information such as possible dates and times, what they might supply or 
you will need to bring. They will also need to confirm the day and time you have chosen for the event and any other follow up.   

Event Lead (Committee Member): Event Contact Person (Outside Contact): 

​______________________________________ ____________________________________ 

List of things you will need for this event, ​if any​: 

_____________________________________________________________________________________________________ 

______________________________________________________________________________________________________

______________________________________________________________________________________________________

___________________________________________________________________________________________________ 

Will you need to purchase anything before the event? YES NO 

If ​YES​, who will do the shopping? ______________________ 

If ​YES​, who will get the card from Nicole?  ______________________ 

If ​NO​, will you need to make a purchase the day of the event? YES NO 

Who/where will you store the stuff?:  ____________________________________________ 

Will you need to get anything from the office/storage? YES NO 

If ​YES​, who & when will you get these things? ____________________________________________ 

Do you need to attend a grounds use meeting for this event​**​? YES NO 
**All events held on Texas Tech grounds need to be approved by Grounds-Use committee 
If ​YES,​ who will fill out the form and submit it? ______________________ 
 
Do you have a rain-out plan? YES NO 
If ​YES​, what is that plan: 
_______________________________________________________________________________________________
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