Marquette.edu // Alumni Memorial Union Event Services //

Checklists

Planning a successful event is a multi-step process. To help you keep track of tasks, outstanding items, and logistics, the below checklist has been created. This list encompasses a variety of event tasks and best practices, and is designed to serve as a framework for any event, large or small.

To get a printable checklist click here.

Initial Planning – 15 Weeks Prior

Confirming Event Details – 12 Weeks Prior

Working with Outside Groups/Vendors – 8-10 Weeks Prior

TASK	COMMENTS
Reserve hotel, plane and travel accommodations for speakers/VIPs and staff, if applicable	Ensure hotel room blocks have multiple options and are accessible for guests Thoroughly review hotel contract for attrition clauses
Secure A/V needs for event	Remember to review: Lighting Supplemental video needs Sound – Microphones, speakers Ensure you have wireless advancer, if using Powerpoint and LCD projector/screen available Ensure you have on-site A/V tech for event Ensure you provide video specs to any presenter TIP: Provide your speakers with Powerpoint template already formatted/branded to your event
Design and create/order invitations	Always ask for dietary and special needs Include relevant parking and directional information
Select & book caterer	Remember to review: Do any of your guests have dietary needs? Remember vegetarian options Determine VIP’s preferences Remember waters for the podium and/or bottled for guests, if applicable Think through service expectations – Beverage service, when do you expect tables to be cleared, etc
Secure entertainment/musicians	Think about all aspects of the event (guest arrival, duration of event, etc.)
Begin designing printed pieces (i.e. invitations, tickets, flyers, programs, pamphlets, etc.)
Send Save-the-Date
Schedule supplemental staffing	Greeters, crowd management, etc.
Request participation of additional speakers	Emcees, presenters, etc.
Order additional décor/giveaway items	Carpeting Balloons Marquette branded items
Consider reserving additional set-up materials	Rental chairs Stage Podiums Tables Easels Coat Racks Heat Lamps
Choose menu
Release press announcements to national and local print media	Work with the Office of Marketing and Communication if applicable
Order any giveaways	Consider partnering with others to share costs Do not include a date, if possible, so item can be reused
Arrange for transportation (buses, shuttles, valet) if necessary	Local companies include Go Riteway, Blackline Limousine, and Keehn’s Valet Services
Determine parking and obtain directional maps for visitors to include with invitation	Utilize campus map
Confirm accessibility resources	Ensure you have an operational plan in place for assisting those with disabilities
Schedule A/V run-through prior to the event	Schedule speakers/musicians and others to participate (if live streaming or captioning, include those individuals, as well as any social media testing, i.e. Facebook Live)
Determine if additional space is needed	Consider a private reception space/room for VIPS or pre-meetings if needed

Event Promotion and Invitations – 6 Weeks Prior

Assembling Materials – 4 Weeks Prior

Event Preparation – 1-2 Week(s) Prior

Final Details – 1-2 Days Prior

Day of Event

Up to a Week After Event

TASK	COMMENTS
Convene stakeholders for pre-planning meeting
Determine goals and purpose of event	Who is your target audience for the event? What do you hope to accomplish? How will you gauge effectiveness?
Select date and time	Ensure hosts, VIPs and/or speakers are available for specified dates Consult campus calendar/religious calendars when selecting Think of campus culture/workday schedule when selecting times
Set budget	Consider various expenses including room rental fees, equipment rental fees, and catering, linen and decor costs.
Research potential funding sources	Could you partner with any other departments/sponsors?
Select and reserve space	Remember to review: Will you need a rain plan? A/V capabilities Parking availability/restrictions Maximum capacities Other events occurring near space – will they conflict? Accessibility – how will persons with disabilities enter the venue? Access times to space Load-in/delivery capabilities Included equipment with room rental Surrounding sound impediments Security issues
Schedule rain plan, if applicable	Remember to review: Determine who will make the rain plan call Determine how and when you will communicate the rain location to your guests As soon as rain plan is established, consider additional needs to accommodate the plan (i.e. different staff, vendors, rental equipment, etc.)
Ensure inclusivity and sustainability	Consider any accessibility challenges
Develop communications plan	What is your event's main message? Determine what and when communications will be sent
Determine Guest List	Confirm any special needs
Investigate needs for special permits, licenses, insurance, etc.
Research potential vendors	Consult the Purchasing website for Marquette University approved vendors

TASK	COMMENTS
Update any website material	Include accessibility information and resources, in addition to ensuring the site is accessible
Add event to campus calendar and discuss other internal promotion opportunities
Contact Parking Services	Parking Services Office: Ensure transportation options are accessible for guests Purchase chaser tickets if necessary
Create timeline and delegate duties
Schedule photographer and/or Videographer	Consult the Office of Marketing and Communication
Set promotion/marketing schedule
Order/design Save-the-Date cards or design emails
Determine if large-scale promotional items will need to be designed and made (i.e. large signs, posters, etc.)
Begin researching travel arrangements and hotel options

TASK	COMMENTS
Assemble/address invitations
Create RSVP tracking system	Utilize EventBrite or MarqIt
Mail invitations	Set RSVP deadline for 5-7 days prior to event Update website with RSVP information If using MarqIt or EventBrite, include link
Distribute flyers/emails advertising event
Determine if signage needs to be produced – if out-of-house, order signage and large promotional materials	Local companies include FastSigns
Schedule meetings or communicate with major stakeholders to ensure all needs are met
If working with musicians/entertainers, schedule a sound check
Create/purchase all needed decorations, other than flower arrangements

TASK	COMMENTS
Confirm staff/volunteers for each aspect of the event
Make parking and directional signs that can be created in-house
Create welcome packets/materials for attendees
Create script for yourself or for VIPs/presenters	Include phonetic spellings for any individuals’ names that might be difficult to pronounce
Confirm all travel arrangements
Coordinate vendor payments through MARQetplace
Schedule meeting for any event staff/volunteers

TASK	COMMENTS
Follow-up with RSVP list – make personalized phone calls & emails, if necessary
Send final numbers to the caterer
Confirm participation with all VIPs/presenters. Send them updated event details, run of shows, and talking points
Create seating plans and room diagrams for assistance with set-up and day-of-event questions	Create place cards for seated meals, if needed Ensure you have back-up seating options available for changes within table seating arrangements
Develop photo shoot list
Hold pre-event meeting with all significant stakeholders (vendors, managers of venue, key committee members and volunteers, etc.)
Do one last walk-through of venue
Hold training session with volunteers
Ensure all printed materials/collateral are assembled and correct
Make nametags/lanyards for attendees and prepare additional blank nametags for walk-in guests	Suggest magnetic/reusable with clip tags for those who are unable to use magnetic If disposable, suggest Avery 8395 Preferred template – First name centered, last name underneath. Consider including student college or alumni class/year. Consider purchasing/borrowing machine for onsite nametags
Share any guests’ dietary needs with catering
Gather event day supplies	Include pens, sharpies, tape, scissors, etc.
Send final information to participants, including directions, maps, last minute details, etc.

Checklists

AMU Event Services

PROBLEM WITH THIS WEBSITE

TASK	COMMENTS
Ensure all appropriate contacts’ info is listed where you can easily retrieve it	Recommend adding to your phone for easy text ability
Purchase floral arrangements if not provided by vendor
Recheck all equipment/materials to ensure nothing is damaged, quantity is correct, etc.
Set-up registration area, if possible, so you are prepared for the next day
Decorate room, if possible
Display parking/directional signs
Deliver materials/equipment to venue site
Send reminder email to registered guests
Test live web broadcast

TASK	COMMENTS
Arrive early and do final walk-through
Ensure all VIP materials are correctly labeled and in place	Provide a program to VIPs so they know speaking order Have additional scripts printed so speakers can review prior to speaking role
Connect with volunteers and staff to ensure they have all necessary information

TASK	COMMENTS
Send thank you notes
Pay/process invoices
Hold post-event meeting with key players to evaluate event	Complete a post-event evaluation to record your ideas and lessons learned
Send pictures/mementos to VIP guests
Pack up and inventory all materials
Update website
Book next year’s venue, if annual event