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