8/4/2019 Event Pre-Planning Check List
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Office of University Communications – Conference and Visitor Center
Event Pre-Planning Checklist
Title of Event: Office / Department:
Date: Starting time: Ending time:
Person in charge: Contact no.: E-mail:
Number of guests attending:
Hall Arrangements
Panel: _ 2 persons _ 3 persons _ 4 persons _ 5 persons _ 6 persons _ Other
Include podium in the venue
Platform / Stage
Extra tables _______ (how many)
Extra chairs _______ (how many)
Food and beverage station
Press table
Book signing table
Rugs / Carpets
Publications table
Table cloths
Plants / Flowers
Banner hanging
VIP room reservation
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Office of University Communications – Conference and Visitor Center
Overflow room
VIP seating reservation in the hall
Seating plan with labels
Identify press area
Name tags for organizers
Seating
Lecture seating Dinner / Reception seating
Seminar seating U shaped seating
Other
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Office of University Communications – Conference and Visitor Center
Sound, Light and Audiovisuals
Specify number of panel microphones ____
Specify number of portable (hand held) microphones ____
Specify number of other microphones with stands_ ___
Audio recording
Video recording
Standard lighting system
Customized lighting system
Presentation equipment (Screen, Data-show, Laptop)
Standard sound system
Customized sound system (Other – Please Specify)
Food & Beverage (Catering)
Type: Light snacks Reception Lunch Dinner
Style: Served seated Buffet
Menu planning: Identify food and beverage items
Drink bar
Reception before / after event
Private dinner following event / menu / guest list
Collateral Material
Invitations Save the date cards
Banners Directional signs
Posters Labels (Reserved)
Name tags Others ______________________________
8/4/2019 Event Pre-Planning Check List
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Office of University Communications – Conference and Visitor Center
Promotional
Bulletin Boards Media Relations
News@AUC ([email protected]) Press Release
Online Announcements (Facebook / Twitter) Magazine Advertisements
AUC Events Calendar Other _________________________
Logistics
Inform security department about date, time and name of event
Stamp Invitations from the security department – limited to venue capacity (for public events)
Specify gate of entry __________
Prepare guest List
Prepare VIP list
Identify organizers / staff assignments / external caterer
Prepare list of equipment entering the venue
Identify date for rehearsal of event
Enter equipment day/night before the event
Prepare timeline:
Guests arrival time_________________ am pm
Opening speech by _________________________________ time _____ am pm
Guest speaker _____________________________________ time _____ am pm
Q&A for _____ minutes
Closing remarks by _________________________________ time _____ am pm
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Office of University Communications – Conference and Visitor Center
Reception / Dinner (please specify time and venue) _________ am pm
Transportaion and parking:
Will your guests require bus transportation? Yes No
o Number of guests transported by bus _______
Will your guests require parking spots? Yes No
o Number of parking areas needed _______
Other Arrangements
Water on podium and panel
Flowers on podium and panel
Photographer
Music
Staff/Ushers’ dress code
Welcome gifts / baskets
Camera locations in venue
Plants
Bathroom hygiene
Other ______________________________
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Office of University Communications – Conference and Visitor Center
Things to have on the day of the event
List of event organizers’ contact numbers
Emergency exit locations
Agenda for the event
Labels “Reserved”
Labels “Press”
Business cards
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