10-11 Event To Do List

							                               TO DO CHECK LIST

ALL EVENTS must be coordinated ten days to two weeks prior to the event (in
some cases, more time may be required-Contracts can take up to 3 weeks for
processing): Food services, AV requests, Maintenance requests, etc...must be
    submitted 2 weeks prior to the event! Be sure to include all pertinent
 information on fliers, in emails, on campus calendar of events, on message
       board systems, etc. For info on where to find the forms, email
                   jackiewp@psu.edu or call 570-675-9284.
                     WHO: who will be attending this event?
Students
Fac/Staff
Community
 WHAT: What is the event for? i.e. Jewish History Month, Responsible Loving
                     Week, Club Fund Raiser, etc…
Event


Discription


Details

 WHERE: Where is the event being held, on campus, off, room location, etc…
Campus
Building
Room
Facility Request Form -
filled out and distributed
TWO (2) weeks prior to
the event - see
cecurity/maintenance/risk
management below
                             WHEN: Day, date, time, etc…
Day of Week
Date include year
Time a.m. or p.m.
                                SPONSOR of EVENT
Student Group
Co-Sponsored
SAFee
                                       WHY
National Month
Resp. Loving Week
etc.
                                       HOW
Pay at the door
Student ID
                              RSVP's
by when…
Number or email to reply
to
                              COST
Free or Charge
discount…
                              FOOD
beverages
Must be requested 2 weeks
prior to the event…if not
using food services, you
must still notify them of
food distribution so as
they can prepare for a
lower than usual service
day.
condoments
                          SERVING REQUIREMENTS
plates
plastic ware
knife
Table Clothes/Napkins
etc…

                               COOKOUT
Grills
Charcoal or Gas
Grilling Tools
Matches
Lighter Fluid
Trays for cooked food
Foil
                      SECURITY/MAINTENANCE NEEDS
Do you need extra
Security or Maintenance
Special Electrical Needs -
220 amp
Special Clean-up needs -
for next day setup
Special Security needs -
overnight
  RISK MANAGEMENT - All events should be reviewed by Student Activities
Does RM need to be
notified
                           POSTINGS
Calendar Administrator
Message Board Admin.
email list serve Admin
No tape or push pins on
painted walls or on
moving glass doors
                              ETC.
Audio Visual Needs
Will bands bring their own
equipment
LCD - Laptop