Fillable Printable Event Planning Checklist Form - Massachusetts
Fillable Printable Event Planning Checklist Form - Massachusetts
Event Planning Checklist Form - Massachusetts
EVENT PLANNING CHECKLIST
(O
N
C
AMPUS
E
VENTS
)
This Event Planning Checklist was developed to assist staff and faculty when they are organizing lectures,
readings, panel discussions, symposia, workshops, meetings, conferences, etc. Not all items on the
Checklist will be relevant to every function. Questions pertaining to the Checklist or requests for
assistance should be directed to the Events Management Office at ext. 2669.
TYPE OF EVENT
¨
Conference
¨
Lecture
¨
Meeting
¨
Meal/Reception
¨
Panel Discussion
¨
Reading
¨
Reading/Book Signing
¨
Symposium
¨
Workshop
¨
Other
___________________
CONTACT PERSON
(usually chair of organizing committee)
¨
Name ___________________________________________________________________
¨
Address _________________________________________________________________
¨
Telephone Number / Fax Number ____________________________________________
¨
E-mail __________________________________________________________________
C
OMMITTEE
¨
Members (include telephone numbers and e-mail addresses)
¨
Meeting schedule
¨
Distribution of responsibilities
BUDGET
¨
Source of funds
¨
Accounts required (for example: travel, entertainment, accommodations, honoraria, poster, printing,
flowers, labor, office supplies, photographer, disability accommodations etc.)
SPACE RESERVATIONS
¨
Go to 25Live to make a request for a location on campus. Use your 99# (identification number) to
log in. For complete information, please go to www.smith.edu/emo/spaces.php to learn how to use
25Live and for a list of available spaces on campus. Be sure to consider capacity requirements.
¨
Rain location (or other inclement weather plans)
D
ISABILITY
A
CCESS
A
ND
A
CCOMMODATIONS
(For Speakers, Special Guests And Participants)
Questions or for TTY info: contact Laura Rauscher at ext. 2071 or at [email protected]
¨
Access inquiry notice on announcements and invitations, when appropriate. (Examples: “Please list
any disability accommodations needed.” or “For disability accommodations, please call the Office
of Disability Services: 413-585-2139.”)
¨
Accessible location
¨
Special transportation
¨
Accessible hotel room
¨
Lowered podium
¨
Wheelchair access to stage
¨
Special seating section
¨
Sign language interpreter/communication
assistance
¨
Alternatives to print materials.
S
PEAKERS
/P
ANELISTS
¨
Invitation
¨
Honorarium
¨
Campus escort(s)
¨
Travel plans
¨
Background information
(CV; publicity photograph; title of lecture,
if applicable; audio and video release forms,
if applicable; background reading material,
if applicable)
¨
Speakers’ or panelists’ contact people, if
any, including telephone numbers
¨
Accommodations
See www.smith.edu/admission/visitcampus/
for a list of area hotels and directions on
how to get to Smith College.
¨
Surface transportation between airport/train
station and campus Request vehicle through
Facilities Management at
www.smith.edu/facilities/vehicle.php or hire
local transporter: Reliable Limousine, 413-
315-9919, r.b.l[email protected]
¨
Campus shuttle transport
Contact Facilities Management Customer
Service: ext. 2400, vehic[email protected].
¨
Parking/passes. Contact Campus Police,
ext. 2490.
¨
Identify individual to introduce speaker/
panelists at event and/or moderate panel.
¨
Thank you/honorarium & expense
reimbursement.
S
PECIAL
G
UESTS
¨
Invitations
¨
Travel plans
¨
Campus escorts
¨
Accommodations
¨
Design/printing
¨
Guest list
¨
Surface transportation between
airport/train station and campus (see
above)
¨
Campus shuttle transport
Contact Facilities Management Customer
Service: ext. 2400, [email protected].
¨
Parking/passes
Contact Campus Police, ext. 2490.
¨
Follow-up, if necessary, after event
I
NVITATIONS
¨
Design/printing
¨
Guest list
¨
Include campus map on invitation or
enclose (campus maps can be obtained
from College Relations Office or online at
www.smith.edu/map)
¨
Response deadline date
¨
Person/telephone number to whom to
respond
¨
Internal distribution (if appropriate)
¨
Extra invitations for files
¨
Name and telephone # of contact person
(Voice and TTY), particularly if invitation
is a conference registration form
C
ATERING
/D
INNERS
/R
ECEPTIONS
¨
Budget
¨
On-campus catering (if using Smith College
Catering, e-mail catering@smith.edu). For
the Smith College Catering forms, go to:
www.smith.edu/diningservices/catering.php
¨
Menu planning (mindful of dietary
restrictions)
¨
Number of tables and chairs for dining
¨
Number of chairs at head table
¨
Flowers (Smith College Catering can
include and provide cost estimate)
¨
Linens
¨
Tally final guest count
¨
Place cards
¨
Host/Emcee
¨
Schedule of evening/timeline
¨
Podium/microphone
¨
Photographer
¨
Coat rack
R
EGISTRATION
¨
Table/Chairs/Linens
¨
Name tags
¨
Conference/Meeting Information
Packet/Pencils/Pens
¨
Gift (if desired)
¨
Information Table
¨
Trash receptacles
¨
Coat racks
B
OOK
S
IGNING
Bookstores usually offer to contribute a percentage of sales to a college, organization or program, and they
may offer to handle the sales, providing cashier and cashbox, at the event.
¨
Bookstore providing books/service
¨
Location for book signing
¨
Table for books/chair/linens/flowers
¨
Table/chair for author
¨
Cashier
¨
Cashbox/cash for change
¨
Distribution of funds after event
P
UBLICITY
/S
ERVICES
(R
EQUEST
I
N
25
LIVE
)
Must be completed two weeks in advance for events requiring on- or off-campus publicity, routine
audio/visual services and/or Facilities Management staff and or services.
To confirm: Technical Services requests (ext. 3099), Facilities Management requests (ext. 2407)
Publicity
¨
eDigest
¨
News and Events
¨
Smith Calendar
¨
5-College calendar and/or local media
calendars
AV needs
¨
Overhead projector
¨
Slides
¨
CD/DVD
¨
Data projection
¨
Laserdisc
¨
Audiocassette
¨
WiFi
Video/audio taping request
¨
Permission of speaker/presenter (consent forms available at www.smith.edu/emo)
Sound and Lighting Needs
¨
Podium with microphone
¨
Lavaliere
¨
Microphones for panel
¨
Special requests
Platform/Room setup
¨
Water Bottles/Glasses
¨
Table (panel discussion)
¨
Linens (including skirting) for table
¨
Chairs (on stage)
¨
Microphones
¨
Physical layout
¨
Podium spray (flowers)
¨
Smith Banner
¨
Bulletin boards/chalk boards/easels
(determine whether required and take into
consideration when reserving space)
A
DDITIONAL
P
UBLICITY
¨
Posters
¨
News release (contact College Relations:
feasibility at least one month in advance)
¨
The Gate (www.smith.edu/news)
¨
eDigest (www.smith.edu/news/submit.php)
¨
The Sophian (www.thesmithsophian.com)
¨
Facebook (www.facebook.com)
¨
Twitter (www.twitter.com)
R
ESERVED
S
EATING
¨
Press section and reserved special guest seating
¨
Signage. (Contact the Events Management Office at ext. 2407 or at emo@smith.edu.)
¨
Special needs section—interpreter or other. (Contact the Office of Disability Services, ext. 2139.)
A
DDITIONAL
S
TAFF
A
SSISTANCE
¨
Facilities Management Staff—make
request on 25Live (Contact the Events
Management Office, ext. 2407)
¨
Dining Services (call ext. 2300)
¨
Campus Police (ext. 2490 or
sgraham@smith.edu )
¨
Northampton Fire Department Permits
(Contact Rich Korzeniowski, ext. 2458 or
¨
Student Ushers (use JobX for posting )
¨
Greeters
¨
Volunteers
¨
Northampton Police, for street. (Contact Campus Police, ext. 2490, or sgraham@smith.edu.)
NOTE: The Campus Police will determine the need for officers at an event and whether or not
a Northampton Police officer is needed to direct traffic. For larger events, particularly those
held in John M. Greene Hall, please advise Events Management (ext. 2407 or
emo@smith.edu) of estimated crowd size.
M
ISCELLANEOUS
¨
“Thank You” notes
¨
After the event, forward the list of any alumnae who attended to the alumnae Research Department
which is part of Development within the Alumnae House
