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
  • 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.

• Clean up appropriately, return any rented/borrowed items.
• Evaluate your event and decide what needs to be improved in the future.
• Reconcile all financial records
• Send thank you cards.