Event Planning Checklist
Come up with an idea
- What do you hope to accomplish?
- What population will your event or activity attract?
- Does the event reflect your group’s mission? If not, what are some downfalls or benefits to this?
- Would this event benefit Western’s interests? Is the community encouraged to attend?
- Is this a social event or a fundraising event?
- Will you be asking community organizations to donate items or sponsor the event?
- Does this event have any safety concerns? Should you contact Risk Management before proceeding?
Choose a date and reserve a room/space
- What other events are going on this week? Is there a conflict?
- Does this date give you enough time to plan and/or fundraise?
- Can you get a room on your desired date? Room reservations are made here – http://reservations.western.edu/VirtualEms/
- For outdoor events, be sure to also reserve an indoor space in case of inclement weather!
- Consider your Audio/Visual needs
- Is the event cost effective? If it is a fundraising event, will it yield a desirable profit?
- If costs are too high, could you collaborate with another Department?
- How much is each group willing to give of their budgets toward the event? How much of the profit is each group entitled to?
- Create a written agreement about which group will take on specific responsibilities and costs.
- Are there any grants available and do you have enough time to apply?
- As you continue planning your event, make sure you secure all entertainment contracts, keep all receipts, etc.
- You are required to work with Sodexo, our campus dining provider, or request an exemption no later than one week prior to the event date.
- Are you having any food donated?
Bringing an entertainer/speaker/musician to campus?
- Do they have a contract that needs to be reviewed and signed? If so, please present it to the Inter Club Council Director.
- Complete a Check Request Form early (no later than two weeks prior to the event date) so payment can be ready on the day of the show.
Showing a movie?
- Have you purchased the necessary public viewing rights to be able to show the movie?
Having a raffle or giving away prizes at the event?
- NO GIFT CARDS MAY BE PURCHASED!
- There are many IRS, State of Colorado and FLC policies that must be followed. Come talk the ICC Director about what’s possible.
Advertising your Event
- What methods are you going to use to advertise?
- Tabling in the University
- Facebook and other social media sites
- Hang posters around campus
- Word of mouth – ask your professors to make an announcement in class!
- When are you going to start advertising?
- How much money are you willing to allocate for advertising?
Day of Event Activities
- Make sure the event is properly staffed and everyone knows their job, where they’re supposed to be, and when.
- Arrive early to set up and meet your audience.
After the event
- Clean up appropriately, return any rented/borrowed items.
- Evaluate your event and decide what needs to be improved in the future.
- Reconcile all financial records
- Send thank you cards.