Fillable Pepperdine University - Event Planning Checklist

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Pepperdine University - Event Planning Checklist

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EVENT PLANNING CHECKLIST
(Please confirm event details at least 8 weeks prior to paid event, or 6 weeks prior to nonpaid event)
CHAPTER/REGION: __________________________________________________________________
EVENT NAME: ______________________________________________________________________
8 WEEKS OUT (FOR PAID EVENT) OR 6 WEEKS OUT (FOR NONPAID EVENT):
Assign specific board member as event contact
Confirm location, date, and time
Determine estimated attendance goal/capacity
Calculate expenses and revenue of event
Provide parking options
Submit Event Proposal Form to staff member
Arrange for payment with staff member after event approval
Confirm speakers/special guests
Secure sponsorship
4 – 6 WEEKS OUT:
Check with staff member to make sure priorities and budget are on track
Collect and share bios of speakers
MONTH OF EVENT:
Review chapter supplies and giveaway items; request additional materials if needed
Plan method for distributing tickets to guests (if applicable)
Determine event agenda/program with remarks and speaking times
Review event agenda with staff member, speakers, chapter leaders
WEEK OF EVENT:
Determine seating arrangement for guests (if applicable)
Verbally review talking points, upcoming events and benefit of the month with staff member
Print registration check-in sheet and nametags
DAY OF EVENT (Arrive 30-45 minutes early to set up and walk through with venue manager or
host):
Alert venue staff to direct guests to event space
Set up check-in table with list and nametags at entrance of venue
Ensure Pepperdine signage and banners are visible through out area
Arrange audio-visual equipment and sound check (if applicable)
Set up any decorations or centerpieces
Bring giveaway items for business card raffle
Have digital camera for event photos
WEEK FOLLOWING EVENT (Complete post-event follow-up no later than 1 week after event):
Scan, fax, or mail copies of business cards to update alumni records
Send thank-you e-mails to attendees
Send thank-you note to sponsor(s)
Submit Post-Event Report to staff member
Photos to post online
Actual attendance list
Receipts (If applicable for reimbursement and seed money)
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Pepperdine University - Event Planning Checklist

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Completed 14 April 2020

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