EVENT CHECKLIST
<EVENT NAME>Task / Completed
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Establish the event logistics below so you can provide a detailed room booking (depending on nature/scale of event)
· Event title
· Date and time
· Preferred room(s)
· Programme/schedule
· Speaker details – do they need any assistance with parking/AV/security
· AV requirements
· Floor layout expectations
· Catering requirements
· Any alcohol requirements – an approval form must be submitted 2 weeks before event
(see Sarah Fyfe)
· Request wheelie bins for any rubbish, eg, pizza boxes
· Facility requirements – tables/chairs/white boards etc
· Key contact person within your organisation (provide email and cellphone contact details)
Meet and discuss the established parameters with Sarah Lilly and Paul Cunningham if planning to engage with external companies
If you are inviting a guest speaker/VIP and have to liaise with them on dates, check room availability FIRST.
You can only do this for VIP guest speaker events, not general club events.
Confirm room(s) via booking form to Sarah Fyfe at least:
· 1 week in advance of event
· 3 weeks in advance for areas that require furniture set up
(foyers and Decima Glenn Room)
If a VIP event, book multiple dates (3-5 maximum) so you don’t miss out on the bookings while negotiating with the speaker. We can book a few options initially but cancellations must be made as soon as final date is confirmed.
Decima Glenn bookings ONLY:
· Allow time to access room before event starts if you want to set up any special displays etc
· Breakfast events must have from 5– 8pm booked the evening before for room set up
Evening events must have 7-8am booked the morning after for room pack down.
If VIP Event
· Email the set of available dates to the VIP contact so they can choose their preference, if none suit, cancel all the held bookings and start again with a new set of dates
Request supplier quotes if necessary
· Audio Visual – if external AV company is required
· Catering (Unless only providing pizza you MUST obtain a quote from DeLucas for comparative purposes)
· Wine (must use UoA approved supplier)
· Photographer
· Filming
Draft documents from gathered information
· Run sheet
· Floor plan
· Signage
· Budget / · Alcohol approval request (if required)
· Parking pass request (if required)
· Filming/Photography approval documents (if required)
Invite databases
Think about who you are inviting to your event and how much notice you want to provide them.
· Generally 4 weeks’ notice for inviting staff/external guests or speakers is expected. 6 weeks is recommended
· A reminder can be sent the week before to the same database
· If appropriate a notice can be included in the weekly CECIL Bizstudent newsletter. Send 100-150 words copy to Sarah Fyfe before Friday
· If appropriate details can be displayed on LED and Plasma screens in OGGB (contact Sarah Fyfe for template)
Keep an eye on registrations to ensure capacity is not exceeded
If using external suppliers: Confirm and brief suppliers – send draft run sheet and floor plan(s). Have supplier sign and return H&S form (ONLY if external suppliers are being used, please contact Sarah Fyfe for a copy)
· Audio Visual – if external AV company is required
· Catering / · Photographer
· Filming – please note forms must be completed prior (contact Sarah Fyfe)
Review final documents:
· Run sheet
· Floor plan / · Signage
· Presentations
Final room number and set up to be confirmed with Sarah Fyfe by the Monday 2 weeks before the week of the event
Foyer 101 only – if using AV facilities in Foyer 101 ALL material MUST be submitted to Techsite (via Sarah Fyfe) no later than one week before the event for testing. All slides should comply with the template and video should be embedded. There is a minimum charge of $270 (3 hours technician support) for AV in this area. Other charges may apply.
Buy gift for speakers (cards can be provided by the events team on Level 5)
If catering is booked confirm numbers – 72 hours minimum notice required
DAY BEFORE THE EVENT:
· Test presentation PPT if available
· Copy speaker presentation to USB as a backup if required / · Prepare holding and end slide for speaker series events
· Send reminder email to all registered attendees
EVENT DAY:
· Set up banners
· Set up marketing material – if any (booklets, student prospectuses etc)
· Print and place directional signage – available from reception (2 maximum is sufficient, do not go sign crazy!) Do not stick posters or signs on the walls or windows around the OGGB.
· Print name tags and place on registration table (alpha by surname)
· Seating plan and place names (if appropriate)
· Test presentation and sound
· Ensure AV and catering on schedule
· Ensure “thank you” (gift and/or speech) to keys guests are ready.
Thank you email to speakers and suppliers and/or attendees
Hold event debrief meeting with club members/committee (or email if applicable)
Send any feedback / event evaluation to Sarah Lilly
Page 2 of 2 As at 15/04/14