| |
Date to Be Done |
Assigned To |
Done |
| BEFORE |
|
|
|
| Check calendar conflicts |
|
|
|
| Reserve facility (room, building,
outdoor areas) |
|
|
|
| Reserve special equipment (A/V,
sound, lights, microphones, etc.) |
|
|
|
| Coordinate physical setup (seating,
room arrangements, decorations) |
|
|
|
| Decide theme |
|
|
|
| Plan transportation (if needed) |
|
|
|
| Decide who will run event |
|
|
|
| BUDGET |
|
|
|
| Plan proposed budget (income/expenses) |
|
|
|
| Create reimbursement form/ provide
money in advance |
|
|
|
| Determine who will pay |
|
|
|
| Solicit grant funding |
|
|
|
| PROGRAM |
|
|
|
| Contact speakers, performers |
|
|
|
| Create schedule of events |
|
|
|
| Plan activities |
|
|
|
| PUBLICITY |
|
|
|
| Prepare calendar of event(s):
dates, event, time, place |
|
|
|
| Prepare flyers and other materials
for bulletin boards, displays |
|
|
|
| Plan flyer distribution |
|
|
|
| Prepare news articles for bulletins,
newspapers, newsletters |
|
|
|
| Make follow-up phone calls |
|
|
|
| Send out information in an e-mail |
|
|
|
| REFRESHMENTS |
|
|
|
| Determine menu |
|
|
|
| Arrange for purchase |
|
|
|
| Arrange paper goods |
|
|
|
| MISCELLANEOUS |
|
|
|
| Obtain program supplies paper,
pens, markers, tape, etc.) |
|
|
|
| name tags |
|
|
|
| sign-in sheet |
|
|
|
| |
Date to Be Done |
Assigned To |
Done |
| FOLLOW UP |
|
|
|
| Reconcile budget and pay all invoices/refund
all receipts |
|
|
|
| Return any borrowed equipment |
|
|
|
| Fill out program evaluation form |
|
|
|
| Clip any news articles for final
report |
|
|
|
| Keep extra flyers for report |
|
|
|
| Share final report with adviser
and/or committee |
|
|
|
| Congratulate/recognize/send thank-you
notes to those who helped, your speaker |
|
|
|
| Send thank-you notes to funding
sources along with event flyers, program schedule, photos |
|
|
|