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Event Planning Checklist ~ by slappypappy126

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									~ Event Planning Checklist ~
BEFORE EVENT—3 months to a year in advance, depending on: • size of event • prominence of speakers/guests involved • choice of venue
□ Determine theme/ topic / key messages of event □ Determine your budget □ Select a date & time - Check for possible conflicts: e.g. on- and off-campus events, national and religious holidays - Confirm availability of key players and their roles- e.g. guest speakers, presenters, VIPs, university dignitaries, award recipients □ Book an appropriate venue - Consider all the requirements for your event (size, seating, format, audio/visual capability, etc.) and select a venue that meets these needs □ Compile invitation list - For an up-to-date list of University VIPs, contact Lisa Goertz, Academic Human Resources Assistant in the Office of the Provost and VicePresident (Academic). (Phone 492-5845 or email lisa.goertz@ualberta.ca) - For an up-to-date list of government officials (e.g. MPs or MLAs), contact the Government Relations office □ If you require a representative from the Dean’s Office at your event, make the official request as early as possible. You will need to have a clear idea of the role of the representative (i.e. 3 minute greeting from the Faculty vs. a 10 minute presentation.) □ If you are inviting other University dignitaries (e.g. President, Senators) contact their office for booking deadlines and other guidelines □ Identify all the tasks that will be involved in planning your event. For example: - Promotion—invitations, posters, event listings, advertisements - Event presentations—visuals, speeches, handouts, awards or certificates

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A/V requirements—projectors, TV, DVD, laptop, microphones, sound system, lighting, screen, photographer/videographer Venue arrangements—stage, podium, décor, signage, displays, tables, chairs, registration table Other—food & drink, entertainment, musicians, name tags, program/information binder, giveaways Media—news release, media advisory, press kit, interview area, photo opportunity/unveiling, audio and video needs (audio box, power supply, camera risers, etc.)

□ Develop a detailed timeline - Include all the tasks you identified in the previous step - Assign a deadline and name the person responsible for each task (it’s a good idea to set each deadline earlier than the actual deadline. That way you have a “safety net” in case deadlines are not met) - Review the timeline regularly to make sure you’re on track □ Arrange for funding (if necessary) - Research departmental and faculty budgets for funding sources - Research external funding sources □ Solicit sponsorship (if necessary) - Identify possible sponsors for financial donations or “in-kind” donations (items that could be used for gifts or prizes) - Research contact information - Prepare sponsorship package, including facts about your event, sponsorship levels, benefits of each sponsorship level - Initiate contact with sponsors

BEFORE EVENT—2 to 3 months in advance:
□ Book event services. For example: - Caterer (may need more notice for events in November and December) - Flowers, decorations - Photographer - Entertainment - A/V equipment, technician - Alert Parking services that you will be holding an event (you may want to enquire about booking sections of parking lots for your event) - Campus security (alert if VIPs are attending) - Secure internal staff or volunteers to help at the event □ Arrange promotions - Create event poster. Things to note: o All events within the Faculty of Arts should display the proper Arts logo and the U of A logo. Please contact the Faculty of Arts Communications Office at 492-9136 for information on logo use

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o If this is a Centenary Event, include the U of A’s Centenary logo o All logos are available through the Communications Office or on-line at http://www.uofaweb.ualberta.ca/artsintranet/eventplanning.cfm. (You will need a CCID username and password to access the logo file.) Advertise through your own department’s website and/or newsletter, and the Faculty of Arts’ website event listings (if you don’t have access to post your own event, please call the Dean’s Office to find out who can post your event for you) Send an announcement to the Arts-town-crier listserv (instructions for subscribing and posting to the list are available on the Arts Intranet at: www.uofaweb.ualberta.ca/artsintranet/electronicmailinglists.cfm). If you would like Arts students to attend your event, please email the information to arts.undergrad@ualberta.ca for distribution to the student body Send notice of the event to Arts Administrators and Chairs and ask them to distribute it through any local departmental listservs If you think your event will be of interest to specific Faculties or Departments outside of Arts, contact their Administrators and Chairs and ask for their help in promoting the event on their listservs and in their newsletters

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□ Design and print invitations and envelopes - Set RSVP deadline (at least three days prior to event-make this earlier if it’s vital you have a certain number attend. Then you will have time to do follow-up calls/emails to those that have not RSVPd) - Decide who will be taking RSVPs and how (phone/email) - When writing the invitation’s content, be cognizant of the appropriate person or organization that should be named in the invitation. (e.g. “<NAME>, the President and Vice-Chancellor / and <NAME>, Dean of Arts invites you to…” Sometime this will be determined by which person or unit is financially supporting the event

BEFORE EVENT—1 to 2 months in advance:
□ Send invitations: - If your event is for a large and wide ranging audience, consider mailing the invitations 2 months in advance, and then following up 6 weeks in advance by phone or email with confirmed attendees. Also 6 weeks in advance, consider a reminder notification communicated by phone or by email to those that have not RSVPd - For a smaller, more intimate gathering, send invitations 1 month in advance

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BEFORE EVENT—1 month in advance:
□ Develop a program for all participants - Include minute-by-minute details - Liaise with confirmed speakers or presenters—make sure they understand their specific role, how long they have to speak, what other guests will be speaking about and for how long, etc. □ Continue promotions - Distribute posters. o On campus: Please make note of the U of A’s poster distribution guidelines at: http://www.uofaweb.ualberta.ca/facilities/nav02.cfm?nav02=24 983&nav01=24972 o Off campus: You may want to invest in a postering service, please see “ Other Suppliers” document for a suggested list of postering businesses available for download at http://www.uofaweb.ualberta.ca/artsintranet/eventplanning.cfm If you think your event could be an Express News or Folio story, please contact the Dean’s Office Communications team at 492-9136 or 4929128 to discuss pitching your event to campus media If you think your event will be of interest to an external audience, contact Kristofer Connor, Public Affairs, assigned to the Arts beat or the Dean’s Office Communications team for possible pitching to external media Also, you may wish to prepare a brief announcement and fax or email it to local media for possible inclusion in their event listings. For a list of media outlets, please contact the Dean’s Office Communications team Depending on your event’s topic, you may want to contact external organizations directly if you think it may be of interest to their staff or volunteers

□ Research protocol for VIPs (U of A and otherwise), government officials, ambassadors, and royalty - Government relations can usually assist you with this. For international visitors, you may have to contact an embassy. Protocol items could include: o Proper forms of address (first check http://www.pch.gc.ca/progs/cpsc-ccsp/pe/address1_e.cfm) o The proper order to recognize each VIP in speaking notes o Appropriate greeting (e.g. shaking hands vs. bowing) o Menu requirements (e.g. no pork for adherents of certain religions) o Is a gift expected? If so, what would be an appropriate gift? o Be aware of any cultural differences that may cause offence o Personal requirements of VIPs

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BEFORE EVENT—Final week:
□ Final preparations - Confirm date, time, location and program details with M.C. and guest speakers and provide them with a phone number you can be reached at on the day of the event - Confirm all service suppliers - Load PowerPoint presentations onto laptop, burn backup CD/DVD - Finalize speeches (at least two days prior) - Provide final attendee number to caterer (at least two days prior- caterer will tell you their deadline) - Book parking for special guests online at https://www.parking.ualberta.ca/guest/index.asp - Print nametags (two days prior) - Assign specific duties to internal staff/volunteers (one week prior) - Prepare a list of phone numbers for key contacts, e.g. staff cell phones, guest speakers, service suppliers, and volunteers (at least one day prior). Make sure several people have copies of this - If you will be taking photographs or video at the event, you should post a sign indicating as such, in order to adhere to FOIPP regulations. Please call the Communications Office at 492-9136 or 492-9128 if you have questions or would like to see a sample FOIPP sign □ Media, when appropriate (in conjunction with the Communications team/Public Affairs) - Write news release or advisory, send to media outlets two days to one week prior to event - Prepare media kits for reporters attending the event - Follow-up calls to reporters of interest the day before event - Be prepared to respond to media inquiries and coordinate interviews □ Protocol let Government Affairs know about any government officials that will be on campus (just as an FYI)

DAY OF EVENT:
□ Set up Arrive one to two hours before event Ensure the room is set up properly—tables, chairs, podium, etc. Ensure audio/visual elements are working and ready to go Microphone check Set up directional signage and FOIPP signs if you are taking photos or video Set up all displays, registration tables, etc. Set up speaking notes and water at the podium

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Ensure that: o Caterer, entertainment, flowers arrive on time and are set up properly o Photographer arrives on time and is given instructions for necessary shots o Special guests, speakers are greeted o One staff member is available to coordinate media

AFTER EVENT:
□ Debrief Formal discussion with team members: what worked, what didn’t work, suggestions for next time Ensure appropriate thank-you letters and emails are sent Media follow-up and/or media tracking (clippings), if required Archive planning materials for future events Ensure invoices are received and paid

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