Event Planning

Event planning checklist

For a printable version of this list, click here.

  • Access Control: schedule doors
  • Accessibility Services - three weeks' notice
  • AV needs: ODE
  • Banner Inside
  • Banner Outside - three weeks' notice
  • Bar: Byrne Catering
  • Bulletin Boards/White Boards: for class/event
  • Bullhorn
  • Catering orders: breakfast, breaks, beverages, lunch, dinner
  • Catering set-up needs: 8 ft tables, china, linen, paper, plastic, utensils
  • Chairs: type of, amount
  • Cleaning supplies
  • Coat racks
  • Cocktail tables
  • Coffee table
  • Custodial Coverage: depending on size and date of your event/ any OT
  • Dance Floor - three weeks' notice
  • Decorations: see us about policies
  • Easels
  • Extension cords
  • Flip Charts: markers, paper
  • Flowers: Byrne Catering
  • Funding: chart string number
  • Furniture: moved or removed - three weeks' notice
  • Grills: Blood's Catering
  • Keys - see us about arrangements
  • Ladder
  • Linens - green cloth or paper
  • Mattresses - three weeks' notice
  • Meal locations: on site, offsite
  • Music requests: possible outdoor permit needed - three weeks' notice
  • Outdoors Permits - three weeks' notice
  • Panel chairs
  • Parking Passes
  • Parking: seven visitor spaces available (8-14)
  • Photography Resources
  • Podium: for speakers (more formal); Tuck signage
  • Posters - order before event
  • Power needs: DJ, band, cooking appliances - three weeks' notice
  • Rain location: reserve an indoor location
  • Retractable Belt Posts - three weeks' notice
  • Risers
  • Road Horses - three weeks' notice
  • Room layout: room setup/table configuration
  • Sign Stanchions: for outside white directional signage; inside black stanchions
  • Staging: three weeks' notice
  • Tables: rectangles, rounds, cocktail
  • Tents: size, lights, heater, sides, setup date, take down date. Dig safe – four weeks' notice
  • Transportation
  • Trash bins, recycle bins, extra bags
  • Visitor cards - two weeks' notice
  • Water: bottled water or pitcher/glasses for panelists or guest speakers

Upon completion of your event, make sure to let us know how it went! Positive and constructive critisism is always welcome! Email us or call our department at 6-0201. Thank you!