Event Planning Basics

EVENT PLANNING TIMELINE

All meetings and events have unique needs and therefore a unique timeline of tasks that must be completed for successful execution. Large scale events will require earlier planning while small meetings can be arranged later. The following timeline is suggested and should be adjusted based on your own event needs.

Six or More Weeks Prior to Event

• Confirm the facility reservation and rain site location as necessary.

  • If you are holding multiple dates, please let the facility know when they can release dates not being used as soon as possible in order to allow other groups access to the space.

Three Weeks Prior to Event

• Submit initial setup requirements to the facility staff including expected attendance, setup requirements, and audio visual equipment needs.

  • Note that final numbers and last minute adjustments are anticipated, but early requests are appreciated as they allow time for troubleshooting, appropriate staffing, and additional arrangements to be made.

• Place your order with Catering Services as needed with your event date, location, start and end times, number of guests, and FOAPAL.

  •  If you are unsure of attendance, please provide an estimated range of people expected so that the staff can plan accordingly. Again, final numbers and adjustments are anticipated and able to be changed as needed.

Two Weeks Prior to Event

• Reserve any additional equipment needed that is not provided by the facility. This includes technology, extra tables and/or chairs, decorations, etc. Please work with the facility in regards to delivery and pickup times for any additional equipment.

• Request temporary event signage as needed.

• Submit all requests for wireless internet guest login accounts to UDit as needed with each guests’ full name, email address, street address, and phone number.

One Week Prior To Event

• Confirm setup requirements with the facility staff with final attendance numbers and any changes to setup needs.

  • If you are hosting a large scale event, please provide a program or agenda to the staff so they can assure you the best customer service.

• Confirm attendance numbers with Catering Services as needed.

• Request guest parking passes as needed with your event date, location, start and end times, and number of passes needed.

Day of Event

• Set up and tear-down temporary event signage as needed.

• Arrive at least 15 minutes early to check in with facility and Catering staff as needed.

• Clean up event space following the event.

Post Event

• Reconcile any financial charges incurred for event.

• Provide feedback, both positive and negative, to facility and Catering staff as appropriate.