Event Planning Checklist Form
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1
2Monmouth University
Office of Student Activities and Student Center Operations
EVENT PLANNING CHECKLIST FORM
To better assist you in planning your event, please complete this checklist. Please bring this checklist with you for your
scheduled meeting with a staff member in the Office of Student Activities and Student Center Operations. Please note that this
is a guide and additional tasks may be required (particularly for big events).
Event Specifics:
Title of Event: _____________________________________
Date of Event: ______________________
Location:
_____________________________________
Time (begin-end): ____________________
Planner:
_____________________________________
Group: ____________________________
Part 1 – 2-4 Months Out:
Program Idea ___________________________
Budget Proposed – Anticipated Costs __________________
Meet with Organization Advisor and/or Executive Board
Make appointment and meet with Director of Office of Student Activities and Student Center Operations
Room Reserved – Location ____________________ Time __________________
Identify what portions of the event will need to be contracted (DJ, Performers, Sound etc…)
Identify what other services will be needed
o Food _________________________
Media center _____________________
o Custodial ______________________
Tickets _______________________
o Police/Parking _________________
Other ________________________
o Event set-ups ___________________
Complete Performance Worksheets for any contracted service (obtained when you meet with Director).
Don’t sign or ask for a contract. A member of student activities or an advisor must ask for this.
Contract all performers and event services.
Part 2 – Minimum of one Month Out:
Meeting with student group – obtain feedback on ideas generated through Part 1
Do an initial logistics meeting with essential individuals in group
Book hotel (if applicable) – Hotel __________________ Confirmation Number ________________
Review Performance Contracts (if applicable). Are there additional services based on the contract to
negotiate and/or provide
Confirm and order services as per advisement of Director
o Food _________________________
o Media center ___________________
o Custodial ______________________
o Tickets _______________________
o Police/Parking __________________
o Other _______________________
o Event set-ups ___________________
Develop a timeline for night of events
o Doors Open ____________________
o # Workers Needed _____________
Develop marketing/advertising campaign
Process contract for payment (through Office of Student Activities, if applicable)
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