Review Event and Program Elements

Event organizers must ensure the inclusion of several crucial elements during event and program preparation to avoid overlooking any details. Maintaining organization is pivotal for achieving a successful event outcome.

Confirm the following items:

• Catering:
  • Set menu (consider dietary restrictions)
  • Confirm headcount (find out when final numbers are needed)
  • Discuss need for certain documentation (itemized receipts, no alcoholic beverages on ASU card)
• Review permits/insurance
  • Complete any additional forms for permits (fire, etc.)
• Review safety plans
  • Make safety and emergency preparedness plan
  • Plan walkthrough with team on site to review security details.
• Confirm accessibility resources
• Plan a walk-through with major stakeholders
• Schedule A/V run-through day before event
• Determine volunteer assignments
  • Schedule training of volunteers
• Set RSVP process
• Review marketing items
• Verify parking needs & passes
• Order supplies that might be needed (decorations, equipment, etc.)