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Event Planning Checklist Events must be confirmed at least 7 days in advance. However, we strongly encourage you to start planning well in advance! The earlier you plan, the less stress you will experience and the more successful your event will be! Major Event Venues: 21 days - 1 year in advance of event Events with Service: 15 days - 1 year in advance of event Simple Meetings: 2 days - 2 months in advance of event Event Title: Event Reference: Preferred Date: Preferred Location: Alternate Date: Alternate Location: Pre-Event Time: Anticipated Attendance #: Start Time(s): BSU Community (Anticipated #: ) End Time(s): Off-campus guests invited? DESCRIPTION OF EVENT - What is the purpose of this event (i.e. panel discussion, banquet, information session )? _________________________________________________________________________________________________ _________________________________________________________________________________________________ Do I need a Room set-up? YES (if yes, fill out below) No Setup Required (taking the room Standard) Banquet for Seminar for Cleared Floor Lecture for Hollow Square for With aisle? Yes No U-Shape for Standard Metal Detector Setup Conference Style for Other (please attach diagram) Do I need any additional Equipment? YES (if yes, fill out below) No Equipment Needs Admission table(s) Podium Bulletin Board Whiteboard/Dry Erase Board Food table(s) Pipe and Drape Other Do I have any Audio-Visual/IT Needs? YES (if yes, fill out below) No Audio-Visual/IT Needs Microphone Showing movie/visual At podium (qty: ) VHS Tape Lapel (wireless; qty: ) Via Internet (ex: You Tube) Wireless Please describe Wired DVD Do you need a floor stand? If so, is this a burned copy? Yes No Computer Presentation Equipment to play music: PPT? Using CDs Other presentation type? Using iPod/mp3 player Please describe: Using Laptop Need Sound? N/A Slide Projector (carousel/physical photo slides) Using own laptop for presentation N/A Overhead Projector (for transparencies) PC Document Camera Mac (must bring own adapter) Conference Call Bringing presentation via USB (suggested) Flip Chart & Markers Internet Access Needed Other Do I have any Catering Needs? YES (if yes, fill out below) No Catering Needs Sponsor to Order (please CC your Coordinator with all orders and changes) (https://bsc.catertrax.com/) CESO to Order (CESO Coordinator will submit the food order) Delivery Time(s): Other Catering Needs: Do I Need permission for external Catering $ Table Cloths (color: ) $ Sternos (# ) $ Cloth Napkins (color: ) $ Utensils/Plastic Plates/Napkins $ Table Skirts Catering notes: _____________________________________________________________________________________________________ _____________________________________________________________________________________________________ Am I Working With an Outside Vendor*? YES (if yes, fill out below) NO Performer / Speaker Name: Arrival Time: Own Equipment? Yes No Description of Act: Setup Requirements/Needs? Please describe: Other Vendor: *Please note that CESO Requires a copy of all Contracts and Riders before Booking Special Requests/Equipment: Athletic Equipment. Please describe needs Coat Rack(s) Stanchions (only available in certain locations) $ Piano (tuning may be necessary) Should read: Plastic Table Signs (qty: ; size: ) $ Parking Signs (qty: ) Extra Trash Cans (qty: ) Parking Permits (#: ; Lot: ) Other Is there anything else CESO should know about my event? Are there any event concerns/items I am unsure of?
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