___ Determine date and time for event.
___ Secure location and obtain reservation confirmation in writing.
___ Prepare invitation mailing list.
___ Determine if invitations will be by letter or formal invitations. Schedule appropriate time frame for printing if utilizing Publications and Printing services.
___ Determine refreshment needs. Contact Aramark for price quote and confirmation of services. All university departments and organizations must use Aramark for on-campus functions as they are the university’s food service provider.
___ Determine agenda for program and contact all participants to schedule the event on their calendars and indicate if they need to prepare remarks.
___ Plan any printing needs such as agendas, programs, parking/directional signs, etc. Prepare in-house or contact Publications and Printing.
___ Determine if any special items are needed and secure such as ribbon, plaques, awards, etc.
___ Contact the Music Department if special music is needed.
___ Submit an e-mail request to the Facilities Work Information Center containing all necessary requests for their staff:
- Custodial Services to request special attention to the area where the special event will take place.
- Facilities if any special arrangements are needed for set-up including tables, chairs, podium, etc.
- Grounds if attention is needed to grounds or plants are needed for decorations.
___ Determine audio/visual needs. If equipment is not available in-house, contact Facilities or Learning Resources.
___ Contact the Office of University Communications and Marketing for publicity for event.
___ Alert Public Safety if crowd size will warrant traffic control, special parking arrangements, etc.
___ If the event is outdoors, have an alternative plan in case of rain.