___ 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.