Event Planner's Checklist

Whether you are a seasoned event planner or planning a one-time event, these tips will help you get off on the right foot.

6 – 8 Weeks Prior to Event

• Establish desired date, time, and location of the event.
• Contact Scheduling and Event Services.
• Reserve the space or request a different date if necessary.
• Identify box office requirements
• Review facility rules and regulations with the event coordinator.
• Establish a budget and obtain cost estimates.
• Create a marketing plan, if necessary.

  REGISTERED STUDENT ORGANIZATIONS:  
- If the event is a Late Night Event, review LNE policy. 
- Apply for RSO opportunity funds.

4 Weeks Prior to Event

• Identify and request alcohol, security, staffing, production and equipment needs with event coordinator.
• Determine food and beverage needs with A Taste of Excellence, Illinois State University Catering.
• Draft preliminary floor plan including seating type, extra tables and AV needs with the Scheduling and Event Services Office.
• Finalize date with the Scheduling and Event Services Office.  Sign and return Use Agreement.
• Sign any necessary contract agreements (entertainers, speakers, rental equipment, etc.).
• Promote the event

  REGISTERED STUDENT ORGANIZATIONS:  
- Contact the Student Involvement Center for help with the contract.
- Send a news release/public service announcement to Media Relations or 438-5631.
- Submit contractual agreements to receive check for the day of the event.

3 Weeks Prior to Event

• Finalize sound/production needs with the Scheduling and Event Services Office.  May require a meeting with Production Service Staff.
• Identify and arrange with event manager any anticipated special needs of guests (i.e: disability, special meals, etc.).
  • Event sponsor responsible for making special arrangements
• Coordinate parking arrangements for those attending
• Complete a general schedule and basic event plan

 REGISTERED STUDENT ORGANIZATIONS:  
-Familiarize organization with public posting policy before promoting the event by reviewing the RSO Handbook
- Continue to promote the event and post event details on University Calendar.

2 Weeks Prior to Event

• Schedule appointment with event manager to finalize details of the event
• Finalize security, staffing and alcohol requests with event coordinator.

10 Days Prior to Event

• Finalize contracts, paperwork, timeline, and budget.

 

    REGISTERED STUDENT ORGANIZATIONS:  
-Check organization's budget with RSO Financial Services.

1 Week Prior to Event

• Contact A Taste of Excellence, Illinois State University Catering with final counts.
• Discuss any modifications needed for event withy your event coordinator

2 Days Prior to Event

• Schedule time deliveries for rentals.
• Finalize plans for decorations.
• Review Use Agreement for guidelines and requirements in these two areas.

1 Day Prior to Event

• Issue checks due on event day.

Event Day 

• Finalize any financial obligations.
• Arrive early to set up – but not before the previously determined move-in time.

After Event

• Participate in Move-out inspection.
• Conduct wrap-up meeting and make notes for improving the next event.