EVENT & SPACE PLANNING GUIDE: AN INDEX TO CAMPUS FACILITIES & SERVICES | 5
3 - 6 Months Ahead
Assigned to Completed
Finalize invitation design and copy
Inspect physical plant and request any work that needs to be
done with the Director of Facilities and Events
Hold a logistics meeting
Make special travel arrangements with airlines or agent and
advise participants
Refine budget
Review A/V needs
Fine tune guest list, update mailing list
Contact program participants with details of their roles,
remarks, arrangements
Select menus and taste test
Complete your agenda
Script your program
Finalize details
8 Weeks Ahead
Assigned to Completed
Address invitations and mail
Select final food and beverage requirements
Get special requirements from your speaker
Order A/V equipment
A/V Technician needed?
Recruit registration personnel
4 - 6 Weeks Ahead
Assigned to Completed
Review facility needs and setups with Office of Facilities and
Events
Final program copy sent to printer
Check and double check all logistical arrangements
Review program with all speakers and presenters
Have final program printed
Have registration packets prepared
Prepare roster of attendees for registration packet
Obtain all handouts for shipping to facility
