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Event/Program Title: ___________________________________________________ Event Date: __________________________
Location: _________________________________________________________________ Time: _________________________________
Sponsor(s): _______________________________________________________________________________________________________
With the guidance of your SLD Advisor, this checklist is a vital tool for the success of your event. Please seek the assistance of your SLD Advisor often and early.
Assigned Target When
To Date Done
Facilities1. Meet with SLD Advisor to pick up and fill out PRC (Program Regulation Clearance Form)2. Return completed PRC to the USU Conference and Events Center & reserve on-campus facilities and equipment3. Determine facility set-up and reserve equipment for program and fill out Facility Management work order form if necessary4. Check accommodations for disabled presenter or audience
Assigned Target When
To Date Done
Program Development 1. Determine program goals and objectives2. Look at possible featured attractions (i.e., speaker)3. Decide on featured attraction (cost vs. availability)4. Verify qualifications (e.g., CPR trainer)5. Confirm event with attraction6. Arrange transportation, parking, campus escort as needed7. Determine program format8. Type list of members on the program committee and distribute to all members
Assigned Target When
To Date Done
Finances1. Estimate expenses and outline budget2. Request funding from ASI 3. Determine co-sponsored, if applicable4. Forms from A.S. Business Office (ASBO)
Request for Purchase or Payment (RPP)
Service Contract/Artist Agreement 5. Set-up ticket sales (See ASBO early), if applicable6. Change and cash box/money bag (See ASBO), if applicable
Assigned Target When
To Date Done
Publicity 1. Target audience (on campus and/or community)2. Event must be approved by SLD and confirmed by the USU Conference and Events Center 3. Send special invitations (VIPs), if applicable4. Flyers, stakes, kiosks (follow posting regulations)5. Display cases6. Banner site reserved and approved7. Banners finished 8. °ϲ newspapers (ads, articles, announcements)9. Off-campus publicity
Assigned Target When
To Date Done
Safety1. Notification of University Police by SLD (security, money, parking, etc.)2. Tape down electrical cords3. Do a safety walk through (unstable stage, no open walk way, etc.) Assigned Target When
To Date Done
Parking 1. Request guest permits or fill out Special Event Parking Information form, if necessary
Assigned Target When
To Date Done
Food/Refreshments/Decorations1. Plan menu or refreshments2. Discuss with food providers and place order3. Review Hot Food Safety Guidelines with SLD Advisor4. Clear unusual or off-campus food 5. Understand campus alcohol regulations6. Balloons, helium, ribbon, nametags, centerpieces, etc.7. Secure clean-up volunteers
Assigned Target When
To Date Done
Program Day1. Directional signs to event2. Verify equipment and room set up3. Registration/welcome table (cash box/change, sign-in sheet, name tags, pens, etc.) 4. Volunteers to welcome people 5. Introduction of speaker or artist to audience6. Check food/refreshments
Assigned Target When
To Date Done
Wrap-up Section1. Evaluate the program for next years planner2. Send Thank-you notes and acknowledgements3. Pay bills
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