Event and Space Planning Guide - page 8

6 | BIRMINGHAM-SOUTHERN COLLEGE
2 - 4 Weeks Ahead
Assigned to Completed
Complete and send facility reservation sheets to Facilities &
Events Office
Send complete itineraries to appropriate parties
Record RSVPs as they arrive
Discuss details with food service
Review A/V with producers and individual presenters
1 - 2 Weeks Ahead
Assigned to Completed
Advise Catering Director and Facilities & Events Director of
any change in numbers
Put final touches on script
Finalize seating arrangements
Hold briefings and rehearsals with all parties
Assemble supply box and/or registration box
Send itinerary to campus police, Operations, F&E Office.
Arrange for a runner and transportation - in case of
emergency
Day Prior to Event
Assigned to Completed
Inspect all facilities and grounds
Review all setups, including registration area
Double check on site supervision
Have pre-event meeting with all appropriate personnel
Day of Event
Assigned to Completed
Set up registration area
Have extra copies of lists, plans, schedules, staff assignments
Have access to all appropriate cell phone numbers
Lost and Found Box
Message Board
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