Event Planning Checklist
Plan Early
We suggest starting your planning at least 2-3 months in advance (some events may need more planning depending on their scope)
Brainstorm event ideas and goals
Decide on target audience
Select Possible Dates (keep in mind religious and cultural holidays and major campus events)
Accessibility
Identify a member who will be the point of contact for making inquiries about the accessibility of a given meeting, event, activity, etc.
For any group or organization event, please ensure that your event is accessible by contacting The Disability Programs and Resource Center to consult with them on how to inspect your site for adequate physical access such as ramps, wheelchair accessible bathrooms, podia, etc. before you book the facility.
Include an accessibility statement on all communications announcing a meeting or other event. An example is as follows: "[Student organization] welcomes persons with disabilities and can make reasonable accommodations upon request. If you need reasonable accommodations for this event, please contact [person in your organization at xxx-xxx-xxxx or person@email.com] by [date-15 working days before event]."
Request Venue
Receive LEAD Approval
Return LEAD event form to venue to confirm reservation
Publicize event (Make sure event is approved and room confirmed before printing any publicity)
Secure Funding
Fundraise early and make sure you do not commit any funds before you have them
Prepare a detailed and realistic budget, projecting all anticipated income and expenses
Consult with LEAD advisor regarding fundraising options
Develop an on-campus possible funding list
Check any deadlines for funding sources
Check your account to ensure committed funds have been received
Ensure funding prior to any verbal or written commitment of funds
Plan Well
Make all arrangements early on to give yourself ample time to plan your event well. If multiple people are planning the same event, make sure one person is managing the overall coordination.
Possible Equipment Needs:
Space (rooms, venue)
Microphone and speaker
Projector (film, LCD)
Sound system
Lighting
Podium
Tables
Chairs
Stage
Fire extinguisher(s)
Trash cans
Recyclable containers
Portable toilets (including accessible)
Charcoal bin
Garbage and recycle bins
Barricades
Possible Supply Needs:
Tickets
Directional signs
Maps
Flip charts
Markers
Adhesives (tape, stapler, etc)
Pencils and pens
Printed programs
Nametags
Cash box/change
Decorations
Trash bags
Tablecloths
Water for speakers
Waivers for performers/speakers/participants
Speakers and/or Performers Planning:
Brainstorm possible speakers and check availability
Negotiate price (remember that verbal contracts can be binding)
Review final contract with LEAD advisor for assistance
Arrange possible air and ground transportation
Arrange for lodging and meals
Confirm arrival time in San Francisco
Confirm arrival time at event
Confirm all arrangements in writing
Have outside performers/speakers sign University waiver form
Other Details
Large events should work closely with LEAD early on in the event planning process
Disability access
Security and crowd control
Concessions (requires food permit)
Clean-up arranged
Parking and transportation
Forms completed and delivered to appropriate offices
Insurance (may be required for physical activity, events with non-sfsu invited guests and etc.)
Working With LEAD University Partners
Many events require working with different departments on campus. Please see the Campus Contacts site for a list of the campus entities that student organization leaders work with most oftern.
Forms
Food Permit (available at LEAD and submitted for all food sales and giveaways on campus). Signed by Environmental Health & Occupational Safety and LEAD
Tabling Permit (available at LEAD and submitted for tabling on campus)
Event Application Form
Demonstration/Counter Demonstration Form
Insurance (Signed by Risk Management)
Liability Waiver Forms
Grounds Request Form
Facilities Operations Form for Tables and Chairs
Publicize Your Event
Decide your target audience, advertising budget and a detailed publicity plan at least four weeks prior to event to effectively reach your audience.
Flyer/poster
Press Release for Golden Gate [X]press
Press Release off-campus newspaper/magazine
Advertisements Golden Gate [X]press “The Week Ahead” calendar
Website (your own site and links to others)
Banner
LEAD Indoor Events Calendar
J.Paul Leonard Library Publicity (glass case) Contact 338-7327
Announcements at student organization meetings (with group’s approval)
Announcements in classes (with professor’s approval)
Distribution plan
Final Steps
Pay all bills on time
Promptly negotiate any discrepancies and document in writing
Obtain Feedback on event
Develop folder for successor with timeline, actual budget, publicity and all correspondence
Send thank you notes/cards
