Event Checklist

Download printable versions of this checklist here: 

Events Checklist - PDF  or Events Checklist - Word

 

Event title: 

Date:

Venue:

Contract (submitted & signed by legal/PPS if applicable):

Invitation sent (date):

RSVP requested by (date):

Expected number of attendees:

 

Invitations/RSVP/Other Printed Items

Emailed invitation

Formal invitation

Save the date (electronic or mailed)

Design/approvals/printing

Date for invitations to be sent to printer

Envelopes (postage permit)

Postage (stamps or metered)

Drop date (mailing date)

Map card enclosed

RSVP card enclosed

 “Call me if” cards

 

Event Specific Printed Items

Name tags

Place cards

Take-aways/informational

Programs

  • Agenda/timeline (detailed)
  • Printed program
  • Bio cards/request through Research
  • List of VIPs to be introduced (included in timeline)
  • Master of ceremonies

 

Signage/Advertising/Promotion

SharePoint calendar

UNT Event calendar

Blackboard

URCM

Facebook

 

Service Type

Formal dinner – full formal table setting

Informal dinner – dinner table setting

Business/working lunch

Breakfast

Luncheon

Tea

Reception

  • Passed hors d’ouvres
  • Food stations

Outdoor event – picnic/BBQ

 

Service Style

Buffet

Plated

Served

*Specify items to be preset:

*Specify items to be offered at guest arrival:     

 

Seating Set Up

Rounds (6, 8, 10 or 12)

Classroom (rectangles)

Board room style

Theatre style

Panel/seating on stage

Stage/stairs

Catwalk

Conversation rounds (high - AKA leaners - and low)

 

Room Set Up

Audio/visual

Dance floor

Head table

Microphone (lapel/hand held/standing)

Plants (work order)

Podium (UNT sign or banner, current branding)

Sketch of room layout

Stage/stairs

UNT backdrop

Check temperature of room/adjust accordingly

Check lighting/adjust accordingly

 

Menu from Catering

  • Type/theme
  • International considerations
  • Vegetarian options
  • Price per person

 

Beverages (TABC server needed?)

ALCOHOL CANNOT BE SERVED BEFORE 5:00 P.M. ON CAMPUS WITHOUT SPECIAL PERMISSION FROM THE PRESIDENT. YOU MUST HAVE A TABC CERTIFIED SERVER.

  • Open bar
  • Cash bar
  • Sparkling water
  • Wines
  • Water
  • Sodas
  • Coffee
  • Champagne
  • Beer
  • Iced tea if casual

 

Table Set Up

Centerpieces

Table linens

Color

Size

Amount

Napkins

  • Linen or paper
  • Cocktail
  • Dinner

Design - fold

Place cards

Preset salad/dessert

Table numbers

Place settings appropriate for event - everyday china, glass, silverware, plastic ware (scrollware)

Vegetarian tent signs (advise caterer table #s with special meals)

 

Decorations

Event and color theme

Props

Floral

Candles

Runners, chair covers, etc.

 

Entertainment

Speeches

President’s speech/appearance request form

Other speakers (who is responsible for speech/script?)

Live music

  • Music stands, mics, piano, etc.

Background CD

Performance

Presentation

Lecture

 

Other Information

Registration table

Photographer

Videographer

Coat rack/coat check

Umbrellas

Wheelchairs

Assistance with the event/additional personnel

Reserved parking/parking attendants

Gift for guest(s) of honor

Guest escorts/golf carts to and from parking lot

VIP guest transportation to and from hotel or airport

Printable documents are here: Events Checklist - PDF and Events Checklist - Word.