Event Planning Checklist Form - Massachusetts

EVENT PLANNING CHECKLIST
(O
N
C
AMPUS
E
VENTS
)
This Event Planning Checklist was developed to assist staff and faculty when they are organizing lectures,
readings, panel discussions, symposia, workshops, meetings, conferences, etc. Not all items on the
Checklist will be relevant to every function. Questions pertaining to the Checklist or requests for
assistance should be directed to the Events Management Office at ext. 2669.
TYPE OF EVENT
¨
Conference
¨
Lecture
¨
Meeting
¨
Meal/Reception
¨
Panel Discussion
¨
Reading
¨
Reading/Book Signing
¨
Symposium
¨
Workshop
¨
Other
___________________
CONTACT PERSON
(usually chair of organizing committee)
¨
Name ___________________________________________________________________
¨
Address _________________________________________________________________
¨
Telephone Number / Fax Number ____________________________________________
¨
E-mail __________________________________________________________________
C
OMMITTEE
¨
Members (include telephone numbers and e-mail addresses)
¨
Meeting schedule
¨
Distribution of responsibilities
BUDGET
¨
Source of funds
¨
Accounts required (for example: travel, entertainment, accommodations, honoraria, poster, printing,
flowers, labor, office supplies, photographer, disability accommodations etc.)
SPACE RESERVATIONS
¨
Go to 25Live to make a request for a location on campus. Use your 99# (identification number) to
log in. For complete information, please go to www.smith.edu/emo/spaces.php to learn how to use
25Live and for a list of available spaces on campus. Be sure to consider capacity requirements.
¨
Rain location (or other inclement weather plans)
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