[NAME OF EVENT]

CHECKLIST & ACTION SHEET

Event Details

Hosts

Funding Body Cost Code

Date Time

Venue

College / Dept.

No. of People

VC Involvement Yes/N Diary request has been sent by

o

PR & Media Yes/N Contact media@cdu.edu.au

o

Photography Yes/N Contact photographer@cdu.edu.au

o

VIPs Attending Yes/N

o

Activity Responsible Due Date /

Status

Planning [add/remove tasks relevant to your event]

 Contact VC’s Office for Diary Request

 Confirm date and time with relevant

staf

 Confirm MC for the event

 Arrange plaque for unveiling (for building

openings)

 Prepare background and speech notes

for VC

 Book fleet vehicle for event (if required)

Program

 Prepare draft run sheet and forward to

relevant staf
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CHECKLIST & ACTION SHEET

 Arrange Welcome to Country and

Indigenous Performers (if required)

 Arrange staf / students for tour stops

 Arrange pre-tour of facilities with VC

 Finalise run sheet which includes list of

VIPs and forward to relevant staf

Invitations

 Compile draft invite list including VIPs,

Politicians, senior staf and staf
involved in project

 Send invitation list to relevant areas for

review

 Draft invitation

 Send invitations out

 Provide update on RSVPs numbers

 Provide final list of RSVPs to VC’s Office,

Security and other relevant areas

 Prepare registration list for event

 Prepare name badges (if required)

 Prepare staf passes for all staf working

during event (if required)

Media & PR

 Liasie with Media and Communications

to discuss requirements

 Prepare media release and contact

media

 Book photographer

 Prepare media passes for media

attending events (if required)

Facility Requirements

 Prepare Function Bulletin Request for

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CHECKLIST & ACTION SHEET

Facilities

 Book additional equipment – staging,

marquee, chairs, plants

 Ensure grounds, pathways and gardens

are tidy

 Ensure toilets are clean and stocked

with consumerables / Floors / Buildings
are cleaned.

 Test AV equipment to be used to ensure

its working prior to event

 Arrange quote if post-event cleaning is

required

Security

 Prepare Security Risk Assessment

 Send disruption notice to staf regarding

closed carparks (if required)

 Brief security on speaker, guests etc

and provide with run sheet

Catering

 Arrange quote from preferred caterer

 Advise caterer final numbers

 Confirm run sheet and service time with

caterer

Staffing Requirements on the day

 Set up area, signage, banners

 Set up Equipment, A-Frames, Plants

 Set up AV equipment

 Set up and staf registration desk

Other


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CHECKLIST & ACTION SHEET

Contact Position / Area Phone Mobile