Event and Space Planning Guide - page 10

8 | BIRMINGHAM-SOUTHERN COLLEGE
Planning Checklist
Preliminary Planning
o
Date(s), Time & Place
o
Goals, format
_______________________
_______________________
_______________________
o
Audience
o
Number expected ___
o
Sponsor
o
Fiscal responsibility
_______________________
o
Department approval
o
Overall format
o
Budget
o
Check for conflicts
o
Preliminary schedule form
o
Initial program plan
Arrangements
Food Service
Type of Meal:
o
Breakfast
o
Lunch
o
Dinner
o
Reception
o
Menu Selection
o
Water & glasses for lectern
o
Room to be served in
o
Reserved
o
Room Layout
o
Cost of meal
o
Tickets & Ticket takers
o
Time
o
Head table, how many? ___
o
Place cards for tables
o
How many to be served
o
Date for guarantee
o
Centerpieces,
decorations?
o
Lectern & Sound
Meeting Rooms
o
Number of rooms ___
o
Sizes & types of rooms
o
Setup Configuration
o
When can room be set up?
______________________
o
Reserved
o
Reservation forms
submitted
o
Exhibit area
o
Map of locations
o
Headquarters room
o
Name tag table
o
Water & glasses
o
Gather materials
when over
Audio Visual
o
Projection equipment
o
Movie (DVD, Blu-Ray)
o
Power Point
o
Slide
o
Computer
o
Microphone(s) (wired,
handheld, lavalier)
_______________________
_______________________
_______________________
o
Chalk board, chalk
o
Flip stand, Chart stand
o
Dry erase markers
o
Signs
o
Screens
o
Lectern
o
Sound system & mixer
o
Extension cords
o
Connection cables
o
Adapters
o
Technician
Special Services
o
Reserved parking
o
Extra security
o
Handicapped guests
o
Table skirting
o
Admission Display
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