DavisCenterEventPlanningChecklist

EventTitle:____________________________ SponsoringOrganization:_________________________________
EventDate:____________________________ PersonResponsible:______________________
Location:______________________________ Phone#:________________________________
AnticipatedAttendance___________________ Email:__________________________________

46Weeksbeforeeventbegins
Tasktobecompleted DueDate Assignedto DateCompleted
Submiteventproposal(includingbudgetandpublicityplan)togroupleadership/advisorsofgroupforapproval
ReserveyourfacilitythruR25(www.uvm.edu/wv3)andwaitforconfirmationafterreceiptproceedtonextitem
UsingR25,Reserveorobtainnecessaryequipmentfortheevent:
Submitrequestforphysicalplantandtelcomworkorders
SubmitPA/MicSystemneeds
SubmitTable/chairneeds
SubmitStagingneeds
SubmitDanceFloorneeds
SubmitComputer/VideoHookupneeds
SubmitSound/LightsbyOutsideContractorneeds
SubmitElectricianneeds
SubmitTransportationandParkingneeds
SubmitpreliminarySecurityneedsbasedonscopeofevent
RequestTechCrewequipmentneeds,ifneeded
Orderorpurchaseequipmentfromoffcampusvendors,ifneeded
ProcesscontractthrutheStudentLifeOffice(802/6562060)forwardridercopytoDCOperations(802/6561204)
Considerallspecialneedsclosecaption/interpretor/wheelchairaccess(questions?CalltheACCESSoffice:802/656
7753),andincludeappropriatelanguageinallmarketingmaterials
Arrangeforboxofficeticketsalesw/AthleticTicketOffce(6564410)
Arrangeforticketstobeprintedw/AthleticTicketOffice(6564410)
ArrangeforCateringw/DiningServices
Ifalcoholicbeverageisrequested,applyforaSpecialEventsCateringLicensefromtheDiningServicesCateringManager
(6562284)atleast6weeksinadvanceforapproval
Developcashmanagementplan
Beginpublicitycampaign:
WritepressreleaseforThisWeek@UVM(Broadcast.center@uvm.edu),Cynic(cynic@uvm.edu),WRUV(656
4399),uvm.edu/bored(bored@uvm.edu),SGApresident,andcampuslistservs
Arrange/contractforposters&flyerstobedesigned(needhelp?CalltheStudentLifeMarketingCoord.:6562060)
ReserveDCAtriumtableviaR25
Arrange/contractforposters&flyerstobeprinted(UndergroundPrint&Copy,1stfloorDavisCenter/6565886)
Reservetabletents,bannerspaceanddisplaycaseintheDavisCenterthruStudentLife(6562060)
CreateadspacefortheFlatScreensintheDC&acrosscampus(CalltheStudentLifeMarketingCoord.:6562060)
ReserveinfospotonUVMTv(closedcircuitmoviechannel):uvmtv@uvm.edu
WriteandscheduleWebAnnouncementblurbsendtolistservs
MakeHotelreservationsifnecessary
Verifyhoursofthebuildingforthedayoftheevent(CallDCOps6561204)

SHARED:stlife:Marketing:Kate:DC:DCEventChecklist2009.xls
3Weeksbeforeeventbegins
Tasktobecompleted DueDate AssignedTo DateCompleted
Meetw/DCOpsEventCoordinatortoreviewresource/equipmentneeds,setupandteardowntimes,loadingdock
access,custodialneeds,map/diagramsetup(schedulewithDCOps:6561204)
Arrangeforeventtovideorecorded(reviewcontractforpermission):callMediaResources6561947
Arrangeforeventtobephotographed(reviewcontractforpermission):UVMphoto:emailphoto@uvm.edu/6562965or
forastudentphotographeremailcynic@uvm.edu
Contactprofessorsandacademicofficesoncampusthatmighthaveaspecificinterestinthesubjectoftheevent.Ask
themtopublicizetheevent.
Sendapressrelease&photostoTheCynic(cynic@uvm.edu).Invitethemtoconductapreshowinterview.
ContactWRUVinvitethemtoconductapreshowinterview:call6564399
Ifeventisopentothepublic,arrangeDCOps(6561204)foranysecuritycoverage
Writeadayofshowschedule/submitcopytoDCOpsEventCoordinator
SubmitPaymentApprovalFormstopaytalentandothersw/executedcontracts

2Weeksbeforeeventbegins DueDate Assignedto DateCompleted

Tasktobecompleted
Contactartistrepresentativeandarrangehospitality(including"greenroom")
Recruitandorganizeeffortsoforganizationmembersforworkcrewduties
Designandcreateaposter/bannerforadvertising:reservebannerspaceatStudentLife(rm.310/6562060)
Confirmsetuptimeofshoww/DCTechCrewManager(ifusingTechCrew)
Confirmloadingdockneedsforthedayoftheevent

1Weekbeforeeventbegins
Tasktobecompleted DueDate Assignedto DateCompleted
Purchaseorobtaindonationsofpromotionalitemsforrafflesordoorprizes
Completearrangementsforeventevaluation(commentcards,survey,etc.)
Completeworkassignmentsforshowvolunteers
Distributepromotionalitemssupportingtheshow
ConnectwithDCOpsEventCoordinatortofinalizedetailsfinalizedayofshowscheduleandcontactlist
Retrievefinalinfofromperformersandanytechneeds
TablingintheDCAtrium(ifyoureservedatable)

1Daybeforeeventbegins
Tasktobecompleted DueDate Assignedto DateCompleted
ChalksidewalksaroundcampusreserveonR25(www.uvm.edu/wv3)
Dinnerpromoblitzuseorganizationvolunteerstotablehopinthedininghallspublicizingtheshow.
PickupleftoverticketsfromTicketOffice
Obtaincashfora"bank"atthedoor(ifadmissionischarged)
Pickupcheckforpaymentoftalentandothers
Finalizeallsetupandspaceneeds

DayoftheEvent/Show
Tasktobecompleted DueDate Assignedto DateCompleted

SHARED:stlife:Marketing:Kate:DC:DCEventChecklist2009.xls
EventPlannermustshowuptodirectsetup.Remember,thisisyourshowandyouareincharge!Beapointpersonfor
anylastminuteissues/mishaps.
Schedulethestudentorgworkcrewatleastanhourandahalfbeforethedoorsopenforanyfinalarrangements
Decoratethespaceifthisispartoftheprogramwatchthetape!
Makesureorganizationvolunteersknowtheirdutiesandwhentoshowup.
Immediatelyfollowingtheevent,makesureworkcrewcleansandresetsthefacility.
Getattendeestofilloutanevaluationform.

FollowingtheEvent/Show
Tasktobecompleted DueDate Assignedto DateCompleted
Eventplannercompleteslearninggoals,financialandattendancereports.
Reviewevaluationformsanddebriefwithstudentorg
Writethankyounotes
FilloutDCOperationsEvaluationForm

SHARED:stlife:Marketing:Kate:DC:DCEventChecklist2009.xls