Event-Planning Checklist This Event-Planning Checklist was developed to assist staff and faculty when they are organizing lectures, readings, panel discussions, symposia, workshops, meetings, conferences, etc. Not all items on the Checklist will be relevant to every function. Questions pertaining to the Checklist or requests for assistance should be directed to the Events Management Office at ext. 2669 or at emo@smith.edu. Type of Event Conference Lecture Meeting Panel Discussion Reading Reading/Book Signing Symposium Workshop Other ______________________ Contact Person (usually chair of organizing committee) Name Address Telephone number/Fax number E-mail Committee Members (include telephone numbers and e-mail addresses) Meeting schedule Distribution of responsibilities Budget Source of funds Accounts required (for example: travel, entertainment, accommodations, honoraria, posters, printing, flowers, labor, office supplies, photographer, disability accommodations, etc.) The Controllers Office, ext. 2200, can establish a special account for the event, if necessary. Space Reservations See www.smith.edu/calendar to request space. Click on Make a Request at the top of the page, and then use your 99# to log on. For additional information, please read the Space Reservation Procedures found at www.smith.edu/events/. Event-Planning Checklist Page 1 of 9 revised 11/2/07 Location(s) for event (consider capacity requirements) Location for reception Location for dinner Inclement weather plans Event-Planning Checklist Page 2 of 9 revised 11/2/07 Disability Access and Accommodations for Speakers, Special Guests, and Participants Access accommodation notice on announcements and invitations, when appropriate (Examples: Please list any disability accommodations needed. or For disability accommodations, please call the Office of Disability Services at 413-585-2071.) Accessible location Special transportation Accessible hotel room Lowered podium Wheelchair access to stage Special seating section Sign language interpreter/communication assistance Alternatives to print materials (contact Laura Rauscher in the Office of Disability Services, ext. 2071, e-mail lrausche@smith.edu) Speaker/Panelists Invitation Background information (CV; Social Security number; publicity photograph; title of lecture, if applicable; audio and video release forms, if applicable; background reading material, if applicable) Speakers/panelists agent contact information, if any, including telephone numbers Honorarium Campus escort(s) Travel plans Accommodations* Ground transportation between airport/train station and campus (hire local transporter: Reliable Limousine Service, tel. 413-315-9919, cell 413-263-9945, e-mail r.b.limo11!1"comcast.net# or re$uest a vehicle throu%h &h'sical &lant at (((.smith.e)u*ph'splant*vechre$uest.php+ Campus shuttle transportation ,re$uest a vehicle throu%h &h'sical &lant at (((.smith.e)u*ph'splant*vechre$uest.php+ Parking/parking passes (contact Public Safety, ext. 2490, for passes) Identify individual to introduce speaker/panelists at event and/or moderate panel Thank you/honorarium & expense reimbursement *See: www.smith.edu/admission/visiting.html for list of area hotels, as well as directions to Smith College. Special Guests Invitations Travel plans Campus escorts Accommodations Ground transportation between airport/train station and campus (hire local transporter: Reliable Limousine Service, tel. 413-315-9919, cell 413-263-9945, e-mail r.b.limo11!1"comcast.net# or re$uest a vehicle throu%h &h'sical &lant at (((.smith.e)u*ph'splant*vechre$uest.php+ Campus shuttle transportation ,re$uest a vehicle throu%h &h'sical &lant at (((.smith.e)u*ph'splant*vechre$uest.php+ Event-Planning Checklist Page 3 of 9 revised 11/2/07 Parking/parking passes (contact Public Safety, ext. 2490, for passes) Follow-up, if necessary, after event Event-Planning Checklist Page 4 of 9 revised 11/2/07 Invitations Design/Printing Guest list Include campus map on invitation or enclose (campus maps can be obtained from College Relations or on-line at www.smith.edu/map/) Response deadline date Person/telephone number to whom to respond Internal distribution, if appropriate Extra invitations for archive files Name and telephone number of contact person (Voice and TTY*), particularly if invitation is a conference registration form *Contact Laura Rauscher, Disability Services Director, at ext. 2071. Dinners/Receptions Budget Smith College Campus Catering has asked that all requests for catering be submitted through: www.smith.edu/diningservices/catering_booking.php Menu-planning (mindful of dietary restrictions) Number of tables and chairs for dining Number of chairs at head table Flowers (Smith Catering can include and provide cost estimate) Linens Final guest count Place cards Host/Emcee Schedule of evening/timeline Podium and microphone (contact Media Services, ext. 2954, or Classroom Technical Support, ext. 2956) Photographer Coat rack Registration Tables/Chairs/Linens Name tags Conference/Meeting Information Packet/Pencils/Pens Gifts/Take-aways (if desired) Information table Trash receptacles Coat racks Book Signing* Bookstore providing books/service Location for book signing Podium and microphone, if required Table for books/chair/linens/flowers Table/chair for author Cashier Cashbox/cash for change Distribution of funds after event Event-Planning Checklist Page 5 of 9 revised 11/2/07 *Please note that bookstores usually offer to contribute a percentage of sales to a college, organization or program; and they may offer to handle the sales, providing cashier and cashbox, at the event. Event-Planning Checklist Page 6 of 9 revised 11/2/07 Event Service Request (ESR) Form (Publicity/Services)* Must be completed two weeks in advance for events requiring on- or off-campus publicity, routine audio/visual services and/or Physical Plant services; available online at www.smith.edu/events/esr.html. Publicity eDigest The Gate (previously News and Events) Smith online calendar 5-College calendar and/or local media calendars AV needs Overhead projector Slide projector Data projector CD player DVD player Laserdisc player VHS/videocassette player Audiocassette player Laptop Video-/audio-taping request Permission of speaker/presenter (media-consent forms are available on the College Relations News Office Web site, www.smith.edu/newsoffice/, and also at the Events Management Office Web site, www.smith.edu/emo/) Note: Original signed forms are kept on file at the Events Management Office. Sound Needs Podium with microphone Lavaliere (small clip-on microphone) Microphones for panel Lighting needs Special requests Platform/Room setup Water Bottles/Glasses Table (panel discussion) Linens (including skirting) for table Chairs (on stage) Microphones Physical layout to Physical Plant Podium spray (flowers) Smith Banner Event-Planning Checklist Page 7 of 9 revised 11/2/07 Bulletin boards/chalk boards/easels/large writing pads (determine whether required and take into consideration when reserving space) *To confirm Media Services requests, call ext. 2954; to confirm Physical Plant requests, call the Events Management Office, ext. 2407, or e-mail emo@smith.edu. Event-Planning Checklist Page of 9 revised 11/2/07 Additional Publicity Posters (contact Central Services, ext. 2600) News Release (contact Kristen Cole at kacole@smith.edu re: feasibility at least one month in advance of event) Sophian (ext. 4971, e-mail sophian@smith.edu) Daily Jolt (www.smith.dailyjolt.com) The Gate (www.smith.edu/news/contact.php) e-Digest (www.smith.edu/news/submit.php) Postcards to campus mailboxes through Central Services (ext. 2600) Additional Staff Assistance Physical Plant staff requests are to be made through an Event Service Request (ESR) Dining Services (ext. 2300) Media Services requests (ext. 2954) Public Safety (call Scott Graham, ext. 2490, e-mail sgraham@smith.edu) *Northampton Police (call Scott Graham of Public Safety, ext. 2490, e-mail sgraham@smith.edu) Northampton Fire Department Permits (contact Rich Korzeniowski, ext. 2458, e-mail rkorzeni@smith.edu) Student Ushers/Greeters (send an e-mail to st_employ@smith.edu to submit a job posting) *Public Safety determines whether there is a need for Public Safety officers at an event and whether a Northampton Police officer is needed to direct traffic. For larger events, particularly those held in John M. Greene Hall, you should advise the Events Management Office (ext. 2407, e-mail emo@smith.edu) of estimated crowd size. Reserved Seating Press section/reserved special-guest seating (please post information on Events Service Request form) Signage (contact the Events Management Office, ext. 2407, e-mail emo@smith.edu) Special-needs section (interpreter, other) (contact Office of Disability Services, ext. 2139) Miscellaneous Thank You Notes Event-Planning Checklist Page 9 of 9 revised 11/2/07