PVAMU Campus Events Planning Checklist for Planning
The Office of Marketing and Communications works closely with the Office of the President, Departments and Colleges and Schools to coordinate, market and publicize campus-wide events.
The Office is providing this checklist to event coordinators and committee members to ensure that deadlines are met, the correct people are contacted and that all events position PVAMU in the best possible light to both internal and external audiences.
Types of Campus events (not an exhaustive list):
Ribbon Cutting
Ground Breaking
Building Dedication
Formal Dinner
Media Event
Guest Speakers
Academic Event
Alumni Event
Ceremony
Student Government Sponsored event//Activity
Student Affairs Sponsored Event/Activity
Athletics
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Please note: Consult the Building and Naming Committee prior to planning Robbin Cuttings, Building Dedications, Ground Breakings and Ceremonies. All these events must be approved prior to planning. Failure to do will result in the cancellation of your event.
Basic Event Information Gathering
Event
Name:
Date:
Location(s):
Event Coordinator:
Description:
Purpose:
Time:
# of Guests:
VIPs:
Three to four months before the event
Establish planning group and appoint event coordinator
Hold planning meeting to determine event goals and details
Establish individual responsibilities
Determine funding and budget sources
Reserve date on key attendees’ calendars – follow protocol for requesting President, Provost or TEXAS A&M System member participation
Determine and reserve venue
Confirm speaker and speaker needs
Block hotel rooms for out of town speaker, VIP guests
Determine guest list, request alumni data
Two to three months before the event
Work with Office of Marketing and Communications to design and order save-the-date cards, invitations, response cards and related materials. Allow at least 10 business days for design and print.
Discuss and plan need for external publicity
Draft program agenda
Determine marketing requirements (flyers, campus signs, electronic billboards, website)
Book event with caterer and establish preliminary menu
Contact Transportation for parking assistance
Contact Campus Police for safety and security assistance
Contact Transportation if required
Contact vendors as required for: tent, stage, podium, chairs, tables,
Plan for use of AV equipment (sound, lighting, projector, computers, etc), flowers,
plants, other decorations
Mail save-the-date cards
Six weeks before the event
Work with Office of Marketing and Communications to arrange for photographer
Send print invitations
Four weeks before the event
Approve final program/agenda
Draft script or talking points for speakers
Follow up on all vendor orders
Ensure marketing materials publicizing event are implemented
Send electronic invitations
Two weeks before the event
Review staffing assignments for day of event
Meet on site with operational staff to discuss responsibilities
Meet with caterer on site to discuss setup and final menu
Share attendance update with planning team/key players (if RSVP required)
One week before the event
Send caterer final count
Print programs, name badges, seating charts, place cards, etc.
Confirm arrangements with vendors
24 Hours before the event
Contact caterer to verify all arrangements
Confirm security requirements
Ensure tent, chairs, tables, stage, podium are in place
Day of the event
Check location setup to include chairs, tables, podium, food
Arrange printed material, nametags, etc. on registration table
Check sound and lighting equipment with vendor(s)
Ensure space and hook-ups are available for media
Ensure decorations are in place
Place water at podium
POST-Event activities
One to five days after the event
Write thank you notes to speakers, volunteers, staff and others as appropriate
Complete written evaluation of the event with suggestions for future events
Coordinate event story and photographs with Office for Marketing and Communications
Send address updates to Development Office for submission to university database
Send final attendance list to Development Office so that contact reports/notes can be entered into database