Carleton University Event Checklist

[Event Title Name Here]

[Event Date Here]

Three to six months ahead

❏ Contact the Special Events Co-ordinator (, or ext. 8708) for a complete Events Toolkit, including a Workplan, Events Checklist, Promotion Checklist and more

❏ Establish budget (get a template from the Events Toolkit)

Ensure budget covers:

§ Honorarium for speakers

§ Travel/hotel/flight

§ Promotional costs (i.e. posters, invitations, advertising, mailing)

§ Catering

§ Signage

§ Photography (Hire your own or contact one from DUC's photographer supplier list)

❏ Select possible dates/confirm speaker

To avoid conflicts with other events, visit Events@CU - Carleton's Web-based event calendar - to see what other events are scheduled.

❏ Submit your event to Events@CU

❏ Confirm speaker and request the following:

§ Audio-visual requirements

§ CV and photograph

§ Title of event/lecture

❏ Reserve room location

(contact Judy Katz – 520-2600 ext. 3610)

❏ Begin work on invitations and promotional posters/flyers

§ Contact DUC Publications (ext. 8707) to purchase existing stock for invitations or design an original

§ Submit invitation text (Get a sample invitation text from the Events Toolkit)

§ Submit poster and flyer text

§ Submit photograph of speaker

Two months ahead

❏ Arrange catering, if required (Aramark - 520-2600 ext. 8310)

§ Alcoholic or Non-alcoholic

§ Hot/cold hors-d'oeuvres (view Aramark's sample menus)

§ Sandwiches

§ Coffee/tea/juice/cookies

§ Water jug and glasses or bottled water for speaker(s)

❏ Confirm parking arrangements (Parking Services - 520-3623)

§ Vouchers to be included in invitation, or

§ Guest to arrange their own parking

§ Include details on poster

❏ Arrange signage

§ Exterior (red bulletin boards) - provide sign text to Physical Plan (Contact Ron Papineau – 520-2600 ext. 2062)

§ Create directional sign for doors and elevators (Get branded directional signage from the Events Toolkit)

❏ Arrange photographer

§ Book your own photographer or visit the DUC Web site for a list of DUC tested photographers)

❏ Reserve audio-visual equipment (Instructional Media Services - 520-3815)

§ PA system

§ Microphone(s)

§ Media feed box

§ Other (I.e. PowerPoint, overhead projector, laptop, easels)

§ Visit the IMS Web site for a full list of services

§ Download the IMS audio-visual checklist at http://carleton.ca/ims/publicevents.html

❏ Create invitation mailing lists (input names, create labels)

§ Internal mailing list, labels for faculty and staff; departments; Deans and Directors

§ Also consider Board of Governors, student leaders, student clubs, union executives

§ External mailing list; may include supports of the department, alumni, donors, politicians

§ Visit the DUC Web site to download internal and external addresses pre-formatted for labels

❏ Email "Save this date" notice to VIPs (Get a sample "Save this date" email text from the Events Toolkit)

❏ Start promoting your event (Get a comprehensive Promo Checklist in the Events Toolkit)

§ Contact DUC Publications (ext. 8707) to see if advertising is right for your event

§ Contact the editor/writer of Carleton Now and Today@Carleton to determine a plan to promote your event in those media

❏ Reserve a ‘briefing time’ with the President

§ Reserve a half hour window with the President, 72 hours before the event, if he is speaking at your event. You will want to offer him the possibility of a briefing to hand him his speaking notes, explain the room set-up, VIP attendance, special instructions.

One month ahead

❏ Continue to promote your event

§ Mail invitations to internal and external lists

§ Ensure Events@CU listing is up to date

§ Review Carleton University Posting Policy for "how to" instruction

§ Distribute posters internally through CUSA (4 copies), Interoffice mail (150 office)

§ Distribute posters externally (high schools, bookstores, other universities, etc…)

§ Distribute flyers to all faculty and staff via the Mailroom

§ Consider CUTV as a promotional vehicle (contact CUTV, at ext. 3565)

§ Contact Media Relations (ext. 8705) to see what communications with the media appropriate for your event (i.e. Public Service Announcement, media advisory, news release)

§ Contact the DUC’s Webmaster (ext. 4438) to see if a photograph and copy can be posted on the home page (space allowing)

§ Consider advertising your event on CUTV – it’s free (ext. 4055)

§ If your event is listed on Events@CU, the Information Carleton Co-ordinator (ext. 3998) will automatically post it on the electronic signage (seven on-campus e-signage boards and the Bronson Sign.

❏ Book room set-up (Contact Ron Papineau – 520-2600 ext. 2062)

§ Reserve podium

§ Fax diagrams of room set up to Physical Plant (download sample room layouts)

§ Book Physical Plant staff to set-up room as per diagram (include time you want set up complete)

§ Contact DUC's Special Events Co-ordinator to book Carleton backdrop, solo display and flags

❏ Prepare speaking notes (Get sample speaking notes from the Events Toolkit)

§ If the President or one of the VPs is speaking at your event, you must prepare speaking notes which you will present during the pre-event briefing.

One week ahead

❏ Draft and distribute a minute-by-minute scenario of the event (download sample from carleton.ca/duc)

❏ Brief the President, at least 72 hours before the event; the briefing should include the minute by minute scenario, briefing notes, list of VIPs and any other relevant details/document.

❏ Confirm special guest attendance

❏ Confirm catering

❏ Confirm volunteers

❏ Confirm audio-visual arrangements

❏ Prepare nametags, directional signage and tent cards

❏ Continue liaising with Media Relations staff if appropriate

Day of event

❏ Arrive early to greet volunteers, clean room, inspect washrooms, supervise set-up

❏ Ensure suppliers arrive on time (IMS, catering, physical plant)

❏ Check AV and PA equipment

❏ Ensure external and internal signage is in place

❏ Provide jug of water and glass for speaker

❏ Mark special seating requirements "Reserved" if required

❏ Direct photographer

❏ Greet arriving guests

❏ Greet VIPs, guest speaker

Day after event

❏ Complete the Post Event Recommendations form (in the Events Toolkit) and forward it to the Department of University Communications

❏ Refer to the Events Post-Mortem Checklist for a ‘to do’ list (in the Events Toolkit)

❏ Arrange bill payments