ACC Event Planning Checklist EVENT

Initial

TYPE OF EVENT  Dedication  Press Conference  Other (describe)

Initial

 Grand Opening  Reception

 Ground Breaking  Ribbon Cutting

SPONSOR/HOST (department or program)

Initial

CLIENT/CONTACT

Initial

Name

Campus/Address

Phone

Email

Fax

Other

Alternate Contact BILLING INFORMATION Job Number

Initial

Account Number

LEVEL OF SERVICE (to client)

Initial

DATE OF EVENT

Initial

 Lead Role (coordinate the entire event)  Support Role (implement select event planning services)  Subordinate Role (provide services for other event planners)

Priority date

Alternate date(s) TIME OF EVENT Setup

Initial

Start

EXPECTED AUDIENCE  ACC

 Community

ESTIMATED ATTENDANCE

End

Breakdown Initial

 Other Initial

PRELIMINARY BUDGET

Cost

Total

* indicates items for direct billing to clients PLANNING COMMITTEE MEMBERS Name

Department

Initial

Email

Phone

PLANNING COMMITTEE MEETING DATES

Initial

SUBMIT CONFIRMATION OF SERVICES LETTER Date Sent  Client  Marketing  Communications  Director  Creative Services  Other (describe)

Initial

Twelve Weeks Prior to Event ORDER PLAQUES/BUILDING LETTERS

Initial

Facilities Planning Contact Designer Email Text

Phone

Fax

Supplier

Service Representative Email

Installation Date Approval 1

Phone

Specific Location 2

Fax 3

ORDER GIFTS/AWARDS/PROMOTIONAL ITEMS

Initial

Item(s) Design

Designer Email Text

Phone

Fax

Supplier

Service Representative Email

Installation Date Approval 1

Phone

Specific Location 2

Fax 3

Six Weeks Prior to Event COORDINATE CALENDARS OF KEY STAKEHOLDERS

Initial

CONFIRM SPEAKERS

Initial

Name

Phone

RSVP/email

Web

Phone

RSVP/email

Web

Phone

RSVP/email

Web

Name Name

 Approved by President

SAVE THE DATE NOTICES  Electronic

Initial

 Printed

Designer Email

Phone

Email

Phone

Printer Quantity

Mail Date Approval

Paper 1

Sales Representative Size

Fax Fax

Ink:  Color

Order Number 2

 Black

3

DESIGN INVITATIONS Designer

Initial

Email

Phone

Email

Phone

Printer Quantity

Mail Date Inserts Approval

Paper  Map

1

ADDRESS LISTS  USPS

Responsible Party

Sales Representative Size

Order Number

 Parking Pass

 Reserved Seating

2

Fax Fax

Ink:  Color

 Reply Card/Envelope

3

 Black  Other

Initial

 Email

SECURE LOCATION

Initial

Rain Site STAGE PARTY MEMBERS

Initial

 Invitation letters to potential stage party

Mail Date

 Maintain RSVP List for Stage Party

 Final Stage Party Count

Approval

 Seating Chart

ROOM/SITE SET-UP Contact  Stage Size  Podium  Placard  Flag  ______Stage Party Chairs  ______Audience Chairs  ______Reserved Chairs  ______Serving Tables  ______Display Tables  ______Check-in Tables

 Stage Party Signs for Lineup Initial

 ______Hospitality Tables  VIP Meeting Area  Overflow Area  Podium Grenery  Other Greenery  Sound  Audiovisual Equipment  Screen  Floor Microphones  Portable Microphones

SITE PREPARATION Building and Grounds Contact  Work Request  Check for Fire Ants  Sweep Street  Power Wash  Mow  Soil for Groundbreaking PARKING/TRANSPORTATION ACC Police Department Contact  Reserved Parking Lot #  VIP Parking List  Stage Party Parking Lot #  ______ Barricades

 Audience Microphones  Press Feeds/Multibox  Easels  Drapes  Signage  Tent  Ribbon Cutting Set-up  Unveiling Set-up  Water Set-up  Other Initial

 Trash Bins  Recycle bins  Other Initial

 Directional Signage  Locations

DISTRICT POLICE ACC Police Department Contact  Inside  Outside

RENTALS Contact  Tent  Chairs  Battery Powered PA  Other

Initial

 ______ Security Officers

Initial

 Port a Cool  Heaters  Coffee Urn  Other

 Cups/Glasses  Lighting  Podium and Sound  Other

FOOD AND REFRESHMENTS Caterer Email Phone _________Guests _______Tables Menu

_______Tablecloths/Skirts _______Centerpieces

Fax _______Servers

Initial

Contact

 Photo CD

Initial

Colors Colors

PHOTOGRAPHY Turn-around Time

 Locations

 Confirmation  Program Shots

 List of Other Important Shots

VIDEOGRAPHY

Initial

ACC Video Services or Contractor Contact Turn-around Time

Phone

Three Weeks Prior to Event MAIL INVITATIONS

Initial

 Merge Mailing List

Date

 Assemble Invitations and Inserts

Date

 Address Envelopes or Labeled  Stuff

 Seal

 Stamp

 Mail

Stamps

Deliver to

Quantity  Mailroom

Date Date Cost

Date

 United States Post Office

RSVP SYSTEM

Initial

RSVP by Date Email

RSVP Count to

Contact  Client

 Caterer

Phone

 Venue

 Other

COORDINATE SPEECHES

Initial

Contact

Speaker Speaker Speaker Speaker Speaker DESIGN PROGRAMS Designer

Initial

Email

Phone

Email

Phone

Printer Quantity

Paper

Ink:  Color  Black Program Outline

Sales Representative Size

Order Number

Fax Fax

Fold

Floral Arrangements

Initial

Continuing Education Floral Program Service Representative Email

 Podium Piece

Delivery Location

Phone

 _________Centerpiece(s)

Fax

Delivery Date

SPECIAL ACCOMMODATIONS

Initial

Disability Services Contact  Campus Escorts

 Disability Accessibility

 Parking

 Meals

 Transportation

 Hearing Impaired

 Portable Restrooms

 Other

MISCELLANEOUS MATERIALS

Initial

Quantity

 Shovels for Groundbreaking  Hardhats

 Scissors for Ribbon Cutting  Stage Party List/Diagram

 Ribbon

Quantity Quantity Quantity Quantity

 Stancions

Quantity

 Other

Quantity

 Other

Two Weeks Prior to Event PUBLICITY

Initial

Contact

 Advance Press Release  _________Press Kits  Paid Advertisements

 Follow-up Press Release  Other

STAFF ASSIGNMENTS

 Fliers

Initial

 Prepare detailed list of responsibilities for each role listed below Assignment

Material Delivery Walk-Thru Greeters Spotters

Stage Party Check-in Sign-in/Registration Runners

Chair Setup Table Setup

Staff Member

One Week Prior to Event FINALIZE AND PRINT PROGRAM

Initial

 PACK EMERGENCY SUPPLIES  First Aid Kit  Paper  Scissors  Tape  Pens  Stapler  Pencils  Paper Clips  Black Markers  Clipboard  Duct Tape  Plastic Ties CONFIRM  Facility Set-up  Equipment  Security  Catering  Floral

Initial

 Phone Number List  Weights  Other  Other  Other  Other Initial

 Stage Party  Parking  Transportation  Security  Photos

 Rentals  Other  Other  Other  Other

Day Prior to Event DELIVER ALL MATERIALS TO VENUE

Initial

 CONFIRM STAFF ASSIGNMENTS

Initial



Day of Event MEET WITH STAFF AND REVIEW ASSIGNMENTS

Initial

WALK THROUGH LOCATION

Initial

Date

Time

 Verify Room Layout

 Verify Seating for Stage Party CHECK DIRECTIONAL SIGNAGE 

Location

 Other  Other Initial

After Event Follow-up SEND PHOTO GALLERY TO CLIENT Date

ASSEMBLE/DELIVER ALBUMS Date Assembled

INVOICE CLIENT Date Invoiced

COMMITTEE/CLIENT DEBRIEFING Notes

Date Selections Received Initial

Date Delivered Initial

 Estimate Prepared and Delivered

Date

Initial

Time

EVALUATION  Mailed

 Estimate Approved

Date Payment Received Initial

Location

Initial

 Returned

 Compiled

THANK YOU NOTES

Initial

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