Event Planning

A checklist for Your Event:

*Focus on tasks that apply specifically to your event (Should be highlighted by your SA/LD Advisor).

**Keep in mind, this checklist is only a guideline to help you plan for your event. Further meetings w/ your SA/LD Advisor will help ensure your event’s success.

Preliminary Planning

• Complete first page of Event Registration Form and get signed by your SA/LD Adviser.

• Pick a tentative date for the event. Choose a back-up date. 

• Determine the estimated budget for the event.

• Contact prospective speakers, performers, etc., and discuss tentative plans. Remember, oral contracts are NOT permitted.
• Bring completed Personal Services Agreement Request (PSAR) form to the Student Activities Office.
• Complete Travel Authorization (For those groups leaving CCSU for their event).
• Discuss your marketing plan for the event. At least three weeks prior to the event
• Reserve space, discuss needs for the event (audio visual, room layout, technical assistance, security, etc.), and get an estimated cost (if any) with the Central Reservations office.
• Make an appointment to meet with a representative of Sodexho Dining Services to discuss your catering needs. 
• If admission is to be charged, order tickets through the Student Center CENtix office.
• Book any transportation services that you may need to get to your event.
• Place order for promotional items for event.
• Begin marketing for your event.

• Review entire event for omitted details.Organize a committee to setup, decorate and cleanup the facility, if necessary.

• Pick up checks from the Cashier's Office to pay speaker and/or performers.
• Make any last minute changes to room setup or food service.
•  Continue marketing your event.

• Arrive early (The person in charge of the event should introduce him/herself to the Building Manager, if the event is held in the Student Center).
•  Greet special guests and performers.
•  Assist decorating committee in preparation of the facility.

• CLEAN UP

• Fill out post event form and evaluate the event.
• Meet with the Student Activities staff to review the event.