How to Run an Event
Once the decisions on date, time, location and content have been made, file all appropriate registration forms with the Office of Graduate Student Life. Then, list the tasks to be accomplished and delegate them to committees or individuals.
The following checklist is designed to keep you from forgetting anything of vital importance to your event.
Who will design flyers? Invitations?
Place media ads or announcements.
Put up posters or flyers in designated posting areas.
Will there be any special gimmicks?
Will money be collected or tickets sold?
What equipment is needed (cash box, change, stamp, etc.)?
Who will collect money or tickets?
What deposits, checks, payments are needed at event? In advance?
Arrange security for the cash box and deposit.
Is ID checking needed?
Are proctors needed? Bartenders required?
Who will move furniture? Rearrange room? Unload cars? Carry equipment?
Who has a car?
Will you need extension cords? Extra power? Tables and chairs?
Will you need early access to the building or room?
Bring equipment to be used (tape, scissors, etc).
Will a ladder be needed? Is one available?
Are flowers to be delivered? Arranged?
Are planned decorations permitted in facility (balloons, flammable materials)?
Is additional lighting required? Tablecloths?
Order food or obtain cash advance to purchase.
Obtain serving pieces (bowls, trays, etc).
Determine who will serve or replenish supplies at the event.
What dishes, cups, etc. will be needed for each person?
Decide who will clean and return any borrowed items.
- Clean Up
Who will clean up? Remove trash? Put furniture back in original location?
Talk with facility manager to understand exactly what is expected of your group.
Have a facility manager check the area before you leave.
- Final Touches
Be sure that clean up is completed.
Leave the area as you found it, including replacement of furniture.
Remove supplies, food and equipment used for the program.
Clean and return all rented or borrowed items.
Send thank you notes, if appropriate.
Complete all financial transactions - deposit moneys, pay bills, submit necessary forms.
Evaluate the event and be prepared to give an accurate report at the next meeting of your organization.