Ursinus College
Event Planning Checklist
This form is a tool for you to print out or download where you can track and organize your event planning needs.
Event Information:
Event Name: _______________________________ Event Date: __________________________
Event Location: ______________________________ Day-of Event Contact: _______________________
Space Request Submitted On: ___________________ Space Confirmation Received On: ______________
Resources: All requests MUST be placed a minimum of 2 weeks prior to event date
Questions on what each resource offers? See our resource guide on page 2!
Does this event require catering? YES
NO
Catering Request Submitted On: ____________________________________
Does this event require technical support? YES
NO
Event Technology Request Submitted On: _____________________________
Tech Support Request Submitted On: _________________________________
Does this event require facilities services support? YES
NO
Facilities Services Request Submitted On: _____________________________
Marketing/Promotion:
Posted to events calendar? YES NO Do I need to make a TV slide? YES
NO
Do I need flyers?
YES NO
PLEASE NOTE: A skilled and resourceful team of Ursinus staff is waiting to help you set the stage for a
successful event. Place your requests a minimum of 2-3 weeks in advance to make sure resources and staff
are available.
Department
Provided Resources
Contact Name
Submit Requests to Contact Email
Facilities Services
Tables (banquet and round)
Chairs
Wooden podiums & lecterns
Trash cans
Easels
Temperature control for spaces
Swipe access for spaces
Oversees cleaning services
Liz Robb
lrobb@ursinus.edu
Cleaning
Services
Trash can liners
Trash pick-up
Additional cleaning
Marte Smith
Cleaningconcerns@ursinus.edu
Event
Technology
Pop-up projector
Portable speakers
Clear Plexiglas podium
Podium banners
Branded step and
repeat banners
Portable TV monitors
Handheld microphones
Lavaliere microphones
Video recording
Outdoor movie set ups
Student Event Technician
coverage
James Futter &
Sue Ragusa
eventtechnology@ursinus.edu
Tech Support
Poster printing
Conference call phones &
support
Classroom Technology Support
Adapters
Loaner Laptops
Software management &
support (I.e. Zoom, Teams)
Tech Support
Staff
techsupport@ursinus.edu
Catering
Food
Beverages
Bar services
Food table & chair orders
Linens
Liz Pellegrino
epellegrino@ursinus.edu
Campus Safety
Parking
GEM car/golf cart escorts
Locking and unlocking
classrooms
Campus Safety
Officers
Campussafety@ursinus.edu