Event Planning Checklist

What do you hope to accomplish?
What population will your event or activity attract?
Does the event reflect your group’s mission? If not, what are some downfalls or benefits to this?
Would this event benefit Western’s interests? Is the community encouraged to attend?
Is this a social event or a fundraising event?
Will you be asking community organizations to donate items or sponsor the event?
Does this event have any safety concerns? Should you contact Risk Management before proceeding?

What other events are going on this week? Is there a conflict?
Does this date give you enough time to plan and/or fundraise?
Can you get a room on your desired date? Room reservations are made here –
For outdoor events, be sure to also reserve an indoor space in case of inclement weather!
Consider your Audio/Visual needs

Is the event cost effective? If it is a fundraising event, will it yield a desirable profit?
If costs are too high, could you collaborate with another Department?
- How much is each group willing to give of their budgets toward the event? How much of the profit is each group entitled to?
- Create a written agreement about which group will take on specific responsibilities and costs.
Are there any grants available and do you have enough time to apply?
As you continue planning your event, make sure you secure all entertainment contracts, keep all receipts, etc.

Having food?

You are required to work with Sodexo, our campus dining provider, or request an exemption no later than one week prior to the event date.
Are you having any food donated?

Bringing an entertainer/speaker/musician to campus?

Do they have a contract that needs to be reviewed and signed? If so, please present it to the Inter Club Council Director.
Complete a Check Request Form early (no later than two weeks prior to the event date) so payment can be ready on the day of the show.

Showing a movie?

Have you purchased the necessary public viewing rights to be able to show the movie?

Having a raffle or giving away prizes at the event?

NO GIFT CARDS MAY BE PURCHASED!
There are many IRS, State of Colorado and FLC policies that must be followed. Come talk the ICC Director about what’s possible.

What methods are you going to use to advertise?
- Tabling in the University
- Facebook and other social media sites
- Hang posters around campus
- Word of mouth – ask your professors to make an announcement in class!
When are you going to start advertising?
How much money are you willing to allocate for advertising?

Make sure the event is properly staffed and everyone knows their job, where they’re supposed to be, and when.
Arrive early to set up and meet your audience.

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